Add more detail to a quote or estimate

Summary

How to add more detail to quotes and estimates in Sage Accounting.

Description

Use the quick start guide to create a simple quote or estimate. You can add more detail. For example: a discount or a different VAT rate or ledger account. Follow the information in this article.

NOTE: We've added new features to Quotes and Estimates in Sage Accounting. Read more about our Updates to Quotes and Estimates >

Resolution

Expires >

The expiry date of the quote or estimate is usually 30 days from the date you create it. It calculates using the Default Days to Expiry defined in Invoice & Quote Settings. You can change this date, or leave it blank if you want to create an open-ended quote or estimate that doesn't expire.

Delivery address >

The delivery address on your quote or estimate populates itself. It does this from the customer record you select. You can change this on an individual quote or estimate, if you need to.

No separate delivery address? The delivery and quote or estimate address can be the same.

Don’t have an address for this customer at all? No problem. Enter text such as ‘No address’ or ‘TBC’ into the address fields to create and save your quote or estimate. You can edit the address on the customer’s record later if you need to.

Change ledger account >

Use ledger accounts to categorise and group your sales and other transactions.

When you create a quote or estimate, the ledger account uses the default set on the customer record first.

You can add a product or service to the quote or estimate. The system takes the ledger account from the one saved on the product or service record.

You can change the ledger account shown on any of your quote or estimate lines.

Add a discount >

You can add a discount to individual items on your quotes or estimates. Do this either as an amount or a percentage.

Should I apply my discount before or after VAT?

A discount that is inclusive of VAT reduces the amount the customer needs to pay for the invoice. This happens once the quote or estimate converts to an invoice. This reduces the amount of VAT due. we apply this type of discount to the invoice. When you calculate your VAT Return, it includes these reduced net and VAT values.

A discount that is exclusive of VAT reduces the amount the customer needs to pay. It does not affect the amount of VAT due. If you need to apply your discount after VAT calculates, you must enter it at the time of recording the payment.

Yo may be unsure whether to apply your discount before or after VAT calculates. In this instance, you should consult your accountant.

See examples and learn how to apply each type of discount >

Change VAT rate >

When you create a quote or estimate, the VAT rate used is the one set as the default on the customer record. If you then add products or services, the VAT rate updates to use the one saved on the product or service record.

You can change the VAT rate on individual item lines by selecting the rate you want to use from the dropdown list.

More about VAT rates >

Add shipping costs >

You can charge your customer for delivery or postage charges. Enter the net amount in the Carriage box. You can apply a VAT rate if your shipping charges are subject to VAT.

View VAT breakdown >

When you've added items to your quote or estimate, the total net, VAT and gross amounts appear at the bottom. The VAT breaks down by VAT rate. You can see a separate line for each rate used.

You can see a further breakdown of the VAT included on your quote or estimate. Select the View VAT Analysis link. This shows you a full breakdown of the VAT for the items you've put on the quote or estimate. This includes the different VAT rates and a breakdown of values for goods and services:

Add attachments >

Attachments are a great way to keep track of any files you have that relate to this quote or estimate. For example, you could attach sales literature such as a PDF brochure, or a product image. If you email the estimate to your customer, they can see the files you've attached.

You can add up to 10 attachments to each quote or estimate, using files of the following types: PDF, GIF, JPG, JPEG or PNG. The maximum size for each file is 2.5MB.

Learn more about attachments >

Customise your quote or estimate >

Use the Customise menu at the bottom of the page to jump to customisation settings. This saves you time when you want to customise quotes and estimates for your business.