In Vendra's Sales module, a quotation is the starting point for all non-POS sales. Once a customer accepts, you confirm it to a sales order with a single click — at which point the delivery is created automatically in Inventory and you can invoice once goods are dispatched. These steps cover creating a quotation from scratch through to invoicing.
Steps to create a sales quotation
Go to Sales Quotations
From the main menu, open Sales. In the top navigation bar, click Orders → Quotations. This view shows all existing quotations. Click New to create a fresh blank quotation. A quotation number (for example S00045) is assigned automatically and the form opens in edit mode.
Select the customer
In the Customer field, type the customer's name and select them from the dropdown. When you select a customer, Vendra automatically populates fields from their profile: their delivery address, invoice address, assigned salesperson, payment terms and any default pricelist.
If the customer is new, type their name and select Create and Edit from the dropdown. A quick-create dialog opens — fill in at least their name, email address and phone number, then save. The customer is added to your contacts database and selected on the quotation.
Set validity date and payment terms
Set the Expiration date — the date after which this quote is no longer valid. A standard default (for example 30 days from today) can be configured in Sales → Configuration → Settings. Setting an expiry date creates urgency for the customer and lets you manage your pipeline accurately.
Review the Payment Terms field. Options such as Immediate Payment, 30 Days, or End of Month are configured in your accounting settings. These terms appear on the invoice generated from this order and drive the due date calculation.
Add products to the order lines
In the Order Lines tab, click Add a product. Search for the product by name or internal reference code and select it. Enter the Quantity. The Unit Price fills automatically from the standard sales price on the product record (or from the customer's pricelist if one is set). The tax is applied automatically from the product's tax configuration.
Click Add a product again for each additional line. The subtotal, taxes and grand total at the bottom of the form update as you add lines. You can also add optional products or a note line using the additional options at the bottom of the order lines.
Use the Notes tab to add internal notes (visible only to your team) or terms and conditions text (visible on the printed quotation). Standard terms can be set as a default in Sales → Configuration → Settings so they appear automatically on every new quotation.
Apply a pricelist (optional)
If the customer qualifies for special pricing — for example a wholesale rate, a promotional price or a contract rate — select the appropriate Pricelist from the dropdown near the top of the form. The prices on all order lines update immediately to reflect the pricelist rules.
Pricelists are configured in Sales → Configuration → Pricelists. Each pricelist can apply a percentage discount, fixed prices per product, or formula-based pricing. Customers can be assigned a default pricelist in their contact record so it applies automatically whenever you create a quotation for them.
Send the quotation by email
Click Send by Email. Vendra generates a professionally formatted PDF of the quotation using the Sales PDF Quotation Builder and opens an email composer. The customer's email address is pre-filled. The subject line and body text use your configured email template — you can edit the message before sending.
Click Send. The email is sent and the quotation status updates to Sent. Vendra logs the sent email in the chatter at the bottom of the form for a complete audit trail. You can also click Print if you want to hand-deliver or fax the quotation instead.
Confirm the sales order
When the customer replies to accept the quotation, open the quotation in Vendra and click Confirm. The status changes from Quotation to Sales Order and a confirmed sales order number is assigned. Vendra automatically creates a delivery order in the Inventory module for all storable products on the order.
The smart buttons at the top of the sales order now show the linked Delivery. You can click through to see the delivery order and track its progress. The order is now locked for editing — to change it, you must use the lock/unlock feature or cancel and recreate.
Invoice the customer
Once goods have been dispatched (the delivery order is validated in Inventory), return to the sales order and click Create Invoice. A dialog asks whether to invoice the full order, a down payment or only delivered quantities — select the appropriate option. Click Create Invoice.
A draft invoice opens pre-filled with the order lines and the customer's details. Review and click Confirm to post it. Click Send & Print to email the invoice to the customer as a PDF. When payment is received, click Register Payment on the invoice and select the payment method (bank transfer, cash or M-Pesa) to mark it as paid.