2. Staff orders: quote to paid

Who this is for: sales staff, and anyone who quotes, invoices or takes payments.

Where it starts

Sell › Sales › Quotes (open Quotes→), then + New Quote. The full guide is Create and send a quote→.

Step by step

1. Create the quote. In the "New Quote" box pick the Customer (or Company) and the Vehicle if it matters. Optionally pick a template under Start from template. Press Create Quote.
2. Add the lines. Name a section and press Start with this section. Type a description or search for a product, then press + Add. Use 🔧 Canned Job for a standard job and + Add Package or Block for a package.
3. Set the details in the right rail: Type (Service & Repair or Accessories & Build), Valid until and any Deposit.
4. Send it. Press Send to Customer. In "Send Quote", tick Email and/or SMS, then press Send Quote. If the quote needs a manager's approval first, the button reads Submit for Approval; an approver presses Approve.
5. The customer accepts. They open the link and press Accept This Proposal, then Continue →. They tick I agree to the terms and conditions, type their name and press Confirm & Accept Proposal. If a deposit is due and card payments are on, they pay it there and then.
6. Accepted by phone or in person? On the quote press Record Decision…, choose ✓ Accepted and how they told you, then Record Acceptance. (This button only appears once the quote has been sent. If you never sent it, use "Record as sent without messaging" first.)

What happens by itself

• Within a few minutes the accepted quote becomes whatever Settings → Modules & flow→ › When a quote is accepted says. With the default, By quote type, that's a sales order, or a workshop job for a Service & Repair quote when you use the workshop. A business set to Invoice gets an invoice instead, and nothing is held. See Which way a sale goes→.
• The new sales order holds whatever stock is free.
• If you've switched on Draft POs for what's short (Settings → Orders→), the short lines go onto draft purchase orders for their preferred supplier, one per supplier. Nothing is sent to a supplier until someone sends it.
• This runs while someone who can create sales orders has BuildTrack open. Overnight it catches up as soon as someone signs in. Until then the desk shows Turn into an order with a Make the order button, which does the same thing by hand.

Then: the sales order to the invoice

7. Stock. On the sales order, press Allocate available if anything isn't held yet. Anything short? Press Order missing; lesson 3 covers it.
8. Deposit. If you take one, use Raise Deposit Invoice, then Record Payment when it's paid.
9. Invoice it. Press Generate Invoice, then on the invoice press Approve Invoice. Approving issues it (and sends it to Xero if connected). It doesn't move stock: stock leaves when the goods do.
10. Send the goods. On the Orders desk press Pick it (it opens the order on the Dispatch board, lesson 9). Or, for a quick one, use Dispatch or Collected on the invoice. Pick what's shipping and press Dispatch N units. Stock leaves now, and the customer is emailed that it's on its way.
11. Get paid. Press Record Payment on the invoice, or send a pay link: More › Send Pay Link (SMS/Email).

What you'll see on the Orders desk

Where it ends

Goods gone and paid: the sales order closes itself and the order drops off the desk.

Counter sales (Showroom POS)

At the counter, open the POS (the cart button at the top of the screen), add the items and press Take payment. Choose the tender and press Payment received — complete sale. The invoice, the payment and the stock all happen in that one step. Anything not in stock stays on the invoice and appears on the Dispatch board to follow.

Emails: did they get it?

Every quote, order and invoice shows an Emails list: Sent, Delivered, Opened or Bounced. Resend reopens the same email. A bounced email puts an Email bounced flag on the order, so someone fixes the address.