Send a quotation and turn it into an order
Create a quotation under Sales, issue it and email it to the customer. When they agree, mark it Accepted and use Convert to make a proforma invoice, sales order or tax invoice from it, so nothing is typed twice.
In EaseDesk: Sales → Quotations → New quotation. Log in or start a free trial.
Steps
- 1 Open Sales, choose the Quotations tab and click New quotation.
- 2 Pick the customer and add the items with quantities and rates. Set a Valid until date if the price is for a limited time.
- 3 Click Save and issue. The quotation gets the next number in its own series.
- 4 Click Email to send the PDF to the customer, or Share to send them a link.
- 5 When the customer replies, click Accepted, or Rejected with the reason they gave.
- 6 Click Convert and choose Make sales order (or Make proforma invoice or Make tax invoice). Check the draft and click Save and issue.
How documents connect
Every sales document in EaseDesk can start the next one, in this order:
- Enquiry → quotation, proforma invoice or sales order
- Quotation → proforma invoice, sales order, tax invoice or bill of supply
- Proforma invoice → sales order, tax invoice or bill of supply
- Sales order → delivery challan, tax invoice or bill of supply
- Delivery challan → tax invoice or bill of supply
The new document opens as a draft with the lines already filled in and a note saying which document it was made from. Each document then lists what it was made from and what it was carried into, so you can follow a deal from the first quote to the final invoice.
Keeping track of what the customer decided
On the Quotations tab you can filter by the customer’s decision: Awaiting, Accepted, Rejected or Expired. The reasons you record when a quotation is rejected help you price the next one. The Quotation outcomes report under Reports shows the same picture across all your salespeople.
Drafts and numbers
Save draft keeps a quotation without a number, so you can finish it later or delete it. A number is used only when you issue, so your series stays without gaps. Issuing and emailing need the Owner’s email to be verified; until then you can prepare drafts.
If the quotation came from a sales opportunity, start it with Make quotation on the opportunity so the two stay linked.
Questions
Does a quotation or sales order affect my books or stock?
No. Quotations, proforma invoices and sales orders post nothing to your accounts and do not move stock. Only a delivery challan moves stock, and only a tax invoice or bill of supply posts the sale.
Can I deliver or bill an order in parts?
Yes. Each conversion carries forward what is left on every line, and you can lower the quantity. The order shows Partly carried forward until every line is delivered or billed, and EaseDesk stops you from converting more than was ordered.
When do I use a proforma invoice?
When the customer needs a document to pay an advance against before the sale. It carries no GST liability; convert it to a tax invoice when you supply.
Still stuck? WhatsApp or call +91 91525 20552 or write to support@easedesk.com. Updated 28-09-2026.