Quotes, Orders, and Delivery Notes Guide

How each sales-stage document works, when to convert from one stage to another, and how to keep customer commitments, deliveries, and invoicing aligned.

Sales Workflow End-User Guide

Overview

Quotes, Orders, and Delivery Notes are used at different stages of the sales process. Using the right document at the right time keeps the sales workflow clean and makes later invoicing and tracking much easier.

QuoteOffer or proposal to the customer
OrderConfirmed customer request
Delivery NoteRecord of goods prepared or delivered

Which Document To Use

Document Use It When Typical Next Step
Sales Quote You are offering prices or terms, but the customer has not confirmed yet. Convert to Sales Order or Customer Invoice.
Customer Order The customer has confirmed the order and you need to manage fulfilment. Convert to Delivery Note or Customer Invoice.
Delivery Note Goods are being delivered or handed over and you need a delivery record. Convert to Sales Invoice when needed.

Sales Quotes

Tab Path: Customers > Sales Quote
  1. Select the customer and review billing and shipping information.
  2. Add items, prices, quantities, discounts, and VAT details.
  3. Use the side panel to review other open inquiries, quotes, or orders when helpful.
  4. Save the quote and print or send it to the customer.
  5. When the customer confirms, convert the quote to a sales order or invoice according to your process.
Tip: Quotes are ideal for negotiated pricing because you can review and adjust before any fulfilment or accounting commitment is made.

Customer Orders

Tab Path: Customers > Customer Order
  1. Create the order directly, or convert an approved quote into an order.
  2. Review customer, reference, addresses, item lines, discounts, and VAT.
  3. Use the order as the confirmed working document for fulfilment.
  4. Convert the order to a Delivery Note when goods are going out, or directly to a Customer Invoice when your workflow allows it.
Important: A Customer Order is the operational commitment stage. It is more than a quote, but it is not yet the delivery record.

Delivery Notes

Tab Path: Customers > Delivery Note

Delivery Notes focus on fulfilment and shipment details rather than selling price alone.

Common Area What It Is Used For
Invoice No. Reference to related invoices when needed.
P.O. No. Customer purchase order reference.
Ship Via Shipping method or shipper reference.
Container Useful when your delivery process tracks containers.
Package / Weight Useful for logistics, dispatch, and customer delivery confirmation.

Delivery Notes can be created from invoices, orders, or quotes depending on the situation. They can also later be converted to a Sales Invoice.

Common Conversions

  • Quote to Order: use when the customer accepts the offer and fulfilment should begin.
  • Quote to Invoice: use when the accepted quote should be billed directly.
  • Order to Delivery Note: use when the confirmed order is being delivered.
  • Order to Invoice: use when your process invoices from the order stage.
  • Delivery Note to Invoice: use when billing should happen after delivery is confirmed.
  • Invoice to Delivery Note: available in some workflows when the invoice already exists and the delivery document still needs to be produced.

Best Practice

  • Use a quote for offers, an order for confirmed demand, and a delivery note for the physical handover or dispatch stage.
  • Convert documents when possible instead of retyping them, so prices, items, and references stay consistent.
  • Use references such as customer PO number and shipping details carefully to help later tracing.
  • Review quantities and fulfilment details before issuing a Delivery Note.
  • Print or send only the document that matches the current business stage.