Qvian Suite
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Sales Management

Manage quotations, sales orders, invoices, and recurring billing for your business.

Common Tasks

How to Create a Quotation (Create Quote, New Quotation)

Create a quotation to send pricing to a customer before they place an order.

  1. Go to Sales in the left sidebar
  2. Click the Create button in the top-right corner
  3. Select New Quotation from the dropdown menu
  4. Select a Customer from the dropdown (or create a new one)
  5. Enter a Quotation Date (defaults to today)
  6. Enter an Expiry Date when the quote expires
  7. Click Add Product or Add Service to add line items
  8. For each line item, enter:
    • Product/Service name or description
    • Quantity
    • Unit Price
    • Tax Rate (if applicable)
  9. Add optional Notes or terms at the bottom
  10. Click Save Quotation

Result: The quotation is saved with status "Draft". You can edit it, send it to the customer, or convert it to an invoice later.

How to Send a Quotation via Email (Email Quote, Send Quotation)

Send a quotation directly to a customer's email address for review and acceptance.

  1. Go to Sales in the left sidebar
  2. Find the quotation in the list and click on it to open the details
  3. Click the Send Email button (envelope icon)
  4. Enter or verify the Recipient Email address
  5. Enter an optional Subject (default subject will be used if left blank)
  6. Add optional Message text to include in the email body
  7. Click Send

Result: An email is sent to the customer with a PDF attachment of the quotation and a secure link to accept the quote online. The quotation status changes to "Sent".

Note: Customers can accept quotations without logging in using the secure token link in the email.

How to Convert a Quotation to a Sales Order (Accept Quote, Confirm Order)

Once a customer accepts a quotation, convert it to a confirmed sales order.

  1. Go to Sales in the left sidebar
  2. Find the quotation (status should be "Sent" or "Accepted") and click on it
  3. Click the Confirm button or Convert to Order action
  4. Review the order details and click Confirm in the confirmation dialog

Result: The quotation becomes a confirmed sales order with status "Confirmed". You can now track fulfillment and generate invoices.

How to Generate an Invoice from a Sales Order (Create Invoice, Bill Customer)

Generate an invoice for a confirmed or delivered sales order to bill the customer.

  1. Go to Sales in the left sidebar
  2. Click the Orders tab to filter to confirmed orders
  3. Find the sales order and click on it to open the details
  4. Click the Generate Invoice button
  5. Review the invoice details and click Confirm

Result: An invoice is generated with a unique invoice number. The sales order status changes to "Invoiced". You can download the invoice PDF or send it via email.

How to Create a Direct Invoice (Create Invoice Without Quote, New Invoice)

Create an invoice directly without first creating a quotation, for immediate billing.

  1. Go to Sales in the left sidebar
  2. Click the Create button in the top-right corner
  3. Select New Invoice from the dropdown menu
  4. Select a Customer from the dropdown
  5. Enter an Invoice Date (defaults to today)
  6. Enter a Due Date for payment
  7. Add line items using Add Product or Add Service
  8. Fill in quantities, prices, and tax rates for each line item
  9. Add optional notes
  10. Click Save Invoice

Result: An invoice is created immediately with status "Invoiced". You can send it to the customer or record payments against it.

How to Record a Payment on an Invoice (Record Payment, Mark as Paid)

Record when a customer pays an invoice, either partially or in full.

  1. Go to Sales in the left sidebar
  2. Click the Invoices tab to filter to invoiced items
  3. Find the invoice and click on it to open the details
  4. Click the Record Payment button
  5. Enter the Payment Amount
  6. Select the Payment Method (Cash, Card, Bank Transfer, etc.)
  7. Enter the Payment Date (defaults to today)
  8. Select the Bank Account if applicable
  9. Add optional Reference Number or notes
  10. Click Record Payment

Result: The payment is recorded. If partial payment, the invoice status becomes "Partially Paid". If full payment, status becomes "Completed".

How to Create a Recurring Invoice Schedule (Setup Recurring Billing, Auto-Invoice)

Set up automatic invoice generation for customers who pay on a regular schedule (monthly subscriptions, rent, etc.).

  1. Go to Sales → Recurring Invoices in the left sidebar
  2. Click the Create Recurring Invoice button
  3. Select the Customer
  4. Enter the Description of what is being billed
  5. Add line items (products or services) with quantities and prices
  6. Select the Frequency (Daily, Weekly, Monthly, Quarterly, Yearly)
  7. Enter the Interval (e.g., every 1 month, every 2 weeks)
  8. Set the Start Date when invoices should begin generating
  9. Set an optional End Date to stop automatic generation
  10. Configure when invoices should be generated (e.g., on the 1st of each month)
  11. Click Create Schedule

Result: A recurring invoice schedule is created. Invoices will be automatically generated according to the schedule. You can pause, resume, or end the schedule at any time.

How to View Sales History (Bill History, Transaction History)

View all past sales transactions, invoices, and payments in one place.

  1. Go to Sales in the left sidebar
  2. Use the tabs at the top to filter:
    • All - Shows all sales documents
    • Quotes - Shows only quotations (Draft, Sent)
    • Orders - Shows confirmed orders (Confirmed, Delivered)
    • Invoices - Shows invoiced items (Invoiced, Partially Paid, Completed)
    • Recurring - Shows items from recurring schedules
  3. Use the Search bar to find by order number, customer name, or organization
  4. Use the Status filter dropdown to filter by specific status
  5. Click on any item to view full details, timeline, and payment history

Result: You see a filtered list of all sales documents with key information like customer, amount, status, and date.

How to Download a Quotation or Invoice PDF (Export PDF, Print Document)

Download a PDF copy of a quotation or invoice for printing or emailing.

  1. Go to Sales in the left sidebar
  2. Find and click on the quotation or invoice
  3. Click the Download PDF button (download icon)

Result: A PDF file is generated and downloaded to your computer with all quotation or invoice details formatted for printing.

How to Cancel a Sales Order (Cancel Order, Cancel Quote)

Cancel a quotation or sales order that is no longer needed.

  1. Go to Sales in the left sidebar
  2. Find and click on the quotation or order
  3. Click the Cancel button (X icon)
  4. Confirm cancellation in the dialog

Result: The document status changes to "Cancelled". Cancelled items remain in the system for record-keeping but cannot be edited or converted.

Note: You cannot cancel invoices that have payments recorded. Refund payments first if needed.

Key Concepts

Sales Order Status Workflow

Sales documents move through these statuses in sequence:

  1. Draft - Being prepared, not yet sent
  2. Sent - Quotation has been emailed to customer
  3. Accepted - Customer accepted the quotation
  4. Confirmed - Converted to a confirmed sales order
  5. Delivered - Order has been fulfilled/delivered
  6. Invoiced - Invoice has been generated
  7. Partially Paid - Some payment received
  8. Completed - Fully paid and closed
  9. Cancelled - Order was cancelled

Quotations vs Invoices

Quotations are price estimates sent to customers before they commit to purchase. They can be accepted, rejected, or converted to orders.

Invoices are bills that require payment. They can be created directly or generated from confirmed sales orders. Invoices track payment status.

Recurring Invoices

Recurring invoice schedules automatically generate invoices at set intervals. Common uses include monthly subscriptions, rent payments, or regular service fees. You can pause schedules temporarily or end them permanently.

Troubleshooting

Cannot Send Quotation Email

Cause: Customer email address is missing or invalid.

Fix:

  1. Go to the quotation details page
  2. Verify the customer has an email address in their profile
  3. If missing, go to Trading Partners → Customers and edit the customer to add their email
  4. Try sending the email again

Cannot Generate Invoice from Sales Order

Cause: The sales order status is not "Confirmed" or "Delivered", or an invoice already exists.

Fix:

  1. Check the sales order status on the details page
  2. If status is "Draft" or "Sent", first confirm the order by clicking Confirm
  3. If an invoice already exists, you'll see it linked on the sales order page. Do not generate a duplicate

Recurring Invoice Not Generating Automatically

Cause: The schedule may be paused, ended, or the next generation date hasn't arrived yet.

Fix:

  1. Go to Sales → Recurring Invoices
  2. Find the schedule and check its status
  3. If status is "Paused", click Resume to reactivate
  4. If status is "Ended", you'll need to create a new schedule
  5. Check the "Next Invoice Date" to see when the next invoice will be generated
  6. You can manually generate an invoice now by clicking Generate Now

Cannot Record Payment on Invoice

Cause: The invoice status is "Completed" (fully paid) or "Cancelled".

Fix:

  1. Check the invoice status on the details page
  2. If status is "Completed", all payments have already been recorded
  3. If you need to record a refund, contact your administrator or accountant
  4. If the invoice was cancelled, you cannot record payments on it