Quotations & Invoices

The billing chain in VBRI Group CRM: send a priced proposal as a Quotation, convert it to an Invoice once accepted, then record payments until the balance hits zero. Both pages work the same way — a table of documents, a create drawer, and a view drawer with actions.

Available to anyone with billing access.

Quotations

The Quotations page lists every quote with its Number, To (contact or company), Status, Total, and Valid until date. Click a row to open it.

Create a quotation

  1. Click New Quotation.
  2. Optionally pick a Contact and/or Company, and set a Valid until date.
  3. Add Line items — each has a description, quantity, and unit price. If you have products defined, Pick a product prefills the description and price from your catalog.
  4. Enter Tax as an amount and optional Notes. The Subtotal / Tax / Total box updates live.
  5. Click Create Quotation. Line items are required; everything else can be filled in later.

Work a quotation

The view drawer shows the line items and totals, plus:

  • Send — emails the quotation and updates its status.
  • Print — opens a print-friendly document in a new tab.
  • Convert to Invoice — creates an invoice from the quote in one click. Afterwards the quote links to its invoice ("Converted to invoice INV-…") and the convert button disappears, so a quote is never invoiced twice.
  • Delete — removes the quotation.

Invoices

The Invoices page adds a Balance column next to Total — the amount still owed after payments — and a Due date. Invoices are created the same way as quotations (New Invoice, line items with optional product picker, tax, due date) or by converting a quote; converted invoices show "From quotation QUO-…" in the drawer.

Record a payment

Open an invoice and click Record Payment (shown until the invoice is Paid or Void):

  1. The Amount prefills with the outstanding balance — adjust for a partial payment.
  2. Pick a Method: cash, bank transfer, card, cheque, UPI, or other.
  3. Optionally add a Reference (transaction or cheque number) and click Save Payment.

Payments appear as a list inside the invoice with the running Balance due shown in the totals box. Partial payments are fine — record as many as needed.

Send, print, delete

Send emails the invoice, Print opens the print document in a new tab, Delete removes it.

Products and companies

Line items on both documents can pull from your product catalog — picking a product fills in its name and price, which you can still edit per line. The Company dropdown attaches the document to a company record, separate from the contact.