Many businesses do not sell on the spot, they quote first. A customer asks for a price, you send a quotation, and if they accept, it becomes an order. Pay Kar handles this flow so a quote never gets lost and an accepted one becomes a sale without re-typing everything. Here is how.
Creating a quotation
- Open the Quotation section from the menu and create a new quotation.
- Select the customer you are quoting.
- Add the products or services with quantities and prices, just as you would on an invoice.
- Add any terms, validity date, or notes, when the quote expires, delivery details, and so on.
- Save and send the quotation to the customer. It looks professional, which matters when a customer is comparing you against others.
Turning a quote into a sale
The real value comes when the customer says yes. Instead of re-entering the whole thing as a fresh invoice, an accepted quotation can be converted into a sale, carrying over the customer, items, and prices. This saves time and removes the risk of a mismatch between what you quoted and what you billed, the customer gets exactly the price they agreed to.
Why quotations are worth doing properly
- They look professional, a clean, itemised quote makes you the more credible option.
- They prevent disputes, the price is in writing, so there is no argument later about what was agreed.
- They do not get lost, quotations are recorded, so you can follow up on the ones a customer has not yet accepted.
- They convert cleanly, an accepted quote becomes a sale at the agreed price, with no re-typing.
Follow up on open quotes
A quotation that was sent but not yet accepted is a sale waiting to happen. Because Pay Kar records your quotes, you can see which are still open and follow up, a simple nudge that turns more quotes into orders. Many businesses lose sales simply because they forgot to follow up on a quote.
A few tips
- Set a validity date so prices are not held open forever, especially if your costs change.
- Follow up on open quotations, they are your warmest leads.
- Convert accepted quotes rather than re-typing, so the billed price always matches the quoted price.
What next
Once a quotation becomes a sale, it flows into your invoices, stock, and reports like any other. See how to create a sales invoice for the next step.
Quote before you sell? Book a free Pay Kar demo and we will show you quotations and one-click conversion to a sale using your own products.
