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This course covers the full Sales workflow in Quickenerp. You will learn how to create and manage quotations, process orders, handle deliveries and invoicing, set up price lists, manage subscriptions, and track team performance through reports and dashboards. Every lesson provides step-by-step instructions, field-level explanations, and real business scenarios.

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Responsible System
Last Update 07/21/2026
Completion Time 1 week 1 day 20 hours
Members 1
Sales & CRM
Invoicing from Sales Orders
Invoicing from Sales Orders

Creating Invoices from Sales Orders

Invoicing Policies - Detailed

Policy Trigger Best For
On Order ConfirmedMoment quotation is confirmedServices, digital goods, upfront payment
Before DeliveryInvoice must be paid before delivery proceedsRetail, make-to-order, high-value items
On Delivery OrderDelivery order is validatedPartial shipments, B2B with multiple deliveries

Manual Invoice Creation

  1. Open sales order → click Invoice smart button → Create Invoice.
  2. Choose: Ordered Quantities, Delivered Quantities, or Down Payment.
  3. Click Create & View Invoice. Draft invoice opens in Accounting.
  4. Review → click Confirm to post.
  5. Send to customer via "Send & Print".

Down Payments

  1. Click Create Invoice > Down Payment.
  2. Choose: Fixed Amount (e.g. ) or Percentage (e.g. 50%).
  3. Down payment invoice created. Deducted from final invoice total.

Credit Notes & Refunds

  1. Open posted invoice → click Add Credit Note.
  2. Choose: Partial Refund (select lines/amount) or Full Refund.
  3. Select reason: Product Defect, Customer Return, Goodwill.
  4. Check "Re-inventory Products" if returning to stock.
  5. Click Create Credit Note → review → confirm to post.

Multi-Currency Invoicing

  • Invoice uses same currency as sales order.
  • Exchange rates locked at invoice creation time.
  • Exchange gain/loss recorded on payment reconciliation.

Recent Improvements

  • Bulk Invoice Creation - Select multiple orders → Actions → Create Invoices.
  • Auto Email Invoices - Automatically email invoice when confirmed.
  • Invoice Preview - See amounts before creating.
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Invoicing from Sales Orders
Invoicing from Sales Orders
Preview

Creating Invoices from Sales Orders

Invoicing Policies - Detailed

Policy Trigger Best For
On Order ConfirmedMoment quotation is confirmedServices, digital goods, upfront payment
Before DeliveryInvoice must be paid before delivery proceedsRetail, make-to-order, high-value items
On Delivery OrderDelivery order is validatedPartial shipments, B2B with multiple deliveries

Manual Invoice Creation

  1. Open sales order → click Invoice smart button → Create Invoice.
  2. Choose: Ordered Quantities, Delivered Quantities, or Down Payment.
  3. Click Create & View Invoice. Draft invoice opens in Accounting.
  4. Review → click Confirm to post.
  5. Send to customer via "Send & Print".

Down Payments

  1. Click Create Invoice > Down Payment.
  2. Choose: Fixed Amount (e.g. ) or Percentage (e.g. 50%).
  3. Down payment invoice created. Deducted from final invoice total.

Credit Notes & Refunds

  1. Open posted invoice → click Add Credit Note.
  2. Choose: Partial Refund (select lines/amount) or Full Refund.
  3. Select reason: Product Defect, Customer Return, Goodwill.
  4. Check "Re-inventory Products" if returning to stock.
  5. Click Create Credit Note → review → confirm to post.

Multi-Currency Invoicing

  • Invoice uses same currency as sales order.
  • Exchange rates locked at invoice creation time.
  • Exchange gain/loss recorded on payment reconciliation.

Recent Improvements

  • Bulk Invoice Creation - Select multiple orders → Actions → Create Invoices.
  • Auto Email Invoices - Automatically email invoice when confirmed.
  • Invoice Preview - See amounts before creating.
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Sending & Confirming Quotations
Sending & Confirming Quotations
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Sending Quotations

Method 1: Send by Email

  1. Open quotation → click Send & Print.
  2. Quickenerp generates PDF and opens email composer: To (customer email), Subject (from template), Body (dynamic placeholders).
  3. Add CC, attachments, or modify body as needed.
  4. Click Send. Status changes to "Sent" (blue pill).
  5. Email and PDF logged in chatter.

Method 2: Online Portal Acceptance

  1. Customer receives email with secure portal link.
  2. They log in and see the quotation with product list, totals, PDF download.
  3. Click Accept & Sign (or Decline).
  4. If signature is enabled, they draw/type it. If portrait, they take a selfie.
  5. On acceptance:
  • If confirmation = Automatic → immediately becomes Sales Order.
  • If Manual → shows as "Accepted" awaiting your confirmation.
  • Signed PDF stored in chatter.

    • Method 3: Manual Confirmation

    1. Open quotation → click Confirm.
    2. Status → "Sales Order". Quickenerp:
    • Reserves stock for storable products.
    • Creates draft delivery order and/or invoice (based on policy).
    • Creates manufacturing orders (MTO) or purchase orders (dropship).
    • Updates customer history and sales team metrics.

    Expired Quotations

    • Past Valid Until date → auto-marked "Expired".
    • To re-issue: open → click "Set to Quotation" → update Valid Until → resend.
    • Or use Duplicate to create a fresh copy.

    Follow-up Activities

    Enable in Settings → "Quotation Follow-up". Quickenerp auto-creates activities for unconverted quotations after N days.

    Troubleshooting

    Issue Cause Solution
    Email not pre-filledCustomer missing emailAdd email to contact form.
    Portal link missing in emailTemplate missing portal URLEdit template to include \.
    Prices not updating when changing price listManual overrides on linesRemove manual prices or click "Recompute Prices".
    Stock not reservingProduct not storable or Inventory not installedVerify product type and Inventory app.
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    New Content
    Recurring Contracts & Subscriptions
    Recurring Contracts & Subscriptions
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    Subscriptions (Recurring Contracts)

    Manages recurring revenue - retainers, service contracts, SaaS subscriptions, memberships. Install the Subscriptions app from Apps menu (depends on Sales + Accounting).

    Creating a Subscription

    Go to Sales > Orders > Subscriptions → Create.

    1. Customer - Select customer. Payment terms and price list applied.
    2. Template - Optional pre-configured plan.
    3. Start Date - When subscription begins.
    4. End Date - Optional for fixed-term contracts. Leave blank for evergreen.
    5. Recurring Period - Monthly, Quarterly, Semi-Annual, Annual, or Custom.
    6. Subscription Lines - Products/services that recur. Copied to each new invoice.
    7. Click Confirm to activate.

    Subscription Lifecycle

    • Draft - Being configured, not active.
    • In Progress - Active. Invoices auto-generated each period.
    • Paused - Temporarily suspended. No invoices generated.
    • Cancelled - Ended before natural expiry.
    • Expired - End date reached.

    Auto-Invoicing

    • At end of each period, Quickenerp: creates invoice, optionally emails customer, updates next invoice date.
    • Managed by scheduled action "Sales: Subscription Auto-Invoice" (daily at 2:00 AM).
    • Proration supported for mid-cycle changes (enable in settings).

    Subscription Templates

    Go to Sales > Configuration > Subscription Templates.

    1. Name: "Basic Monthly", "Enterprise Annual".
    2. Set recurring period and duration.
    3. Add default subscription lines with products, quantities, prices.
    4. Choose invoicing trigger: period start or period end.
    5. Save. Use template to create new subscriptions pre-filled.

    Customer Portal

    Portal users can view active subscriptions, download invoices, and upgrade/downgrade plans depending on configuration.

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    This documentation is updated continuously. Some features described here may be renamed, deprecated, or still being finalized.