A pro-forma invoice is an abridged or estimated invoice in advance of a delivery of goods. It notes the kind and quantity of goods, their value, and other important information such as weight and transportation charges. Pro-forma invoices are commonly used as preliminary invoices with a quotation, or for customs purposes in importation. They differ from a normal invoice in not being a demand or request for payment.

Activate the feature

Go to SALES ‣ Configuration ‣ Settings and activate the Pro-Forma Invoice feature.

Send a pro-forma invoice

From any quotation or sales order, you know have an option to send a pro-forma invoice.

When you click on send, KIU BMP will send an email with the pro-forma invoice in attachment.

A down payment is an initial, partial payment, with the agreement that the rest will be paid later. For expensive orders or projects, it is a way to protect yourself and make sure your customer is serious.

First time you request a down payment

When you confirm a sale, you can create an invoice and select a down payment option. It can either be a fixed amount or a percentage of the total amount.

The first time you request a down payment you can select an income account and a tax setting that will be reused for next down payments.

You will then see the invoice for the down payment.

On the subsequent or final invoice, any prepayment made will be automatically deducted.

Modify the income account and customer taxes

From the products list, search for Down Payment.

You can then edit it, under the invoicing tab you will be able to change the income account & customer taxes.

 

Depending on your business and what you sell, you have two options for invoicing:

• Invoice on ordered quantity: invoice the full order as soon as the sales order is confirmed.
• Invoice on delivered quantity: invoice on what you delivered even if it’s a partial delivery.

Invoice on ordered quantity is the default mode.

The benefits of using Invoice on delivered quantity depends on your type of business, when you sell material, liquids or food in large quantities the quantity might diverge a little bit and it is therefore better to invoice the actual delivered quantity.

Note

You also have the ability to invoice manually, letting you control every options: invoice ready to invoice lines, invoice a percentage (advance), invoice a fixed advance.

Decide the policy on a product page

From any products page, under the invoicing tab you will find the invoicing policy and select the one you want.

Send the invoice

Once you confirm the sale, you can see your delivered and invoiced quantities.

If you set it in ordered quantities, you can invoice as soon as the sale is confirmed. If however you selected delivered quantities, you will first have to validate the delivery.

Once the products are delivered, you can invoice your customer. KIU BMP will automatically add the quantities to invoiced based on how many you delivered if you did a partial delivery.

 

In KIU BMP you can configure different addresses for delivery and invoicing. This is key, not everyone will have the same delivery location as their invoice location.

Activate the feature

Go to SALES ‣ Configuration ‣ Settings and activate the Customer Addresses feature.

Add different addresses to a quotation or sales order

If you select a customer with an invoice and delivery address set, KIU BMP will automatically use those. If there’s only one, KIU BMP will use that one for both but you can, of course, change it instantly and create a new one right from the quotation or sales order.

You can use online payments to get orders automatically confirmed. Saving the time of both your customers and yourself.

Activate online payment

Go to SALES ‣ Configuration ‣ Settings and activate the Online Signature & Online Payment feature.

Once in the Payment Acquirers menu you can select and configure your acquirers of choice.

You can find various documentation about how to be paid with payment acquirers such as Paypal, Authorize.Net (pay by credit card), and others under the eCommerce documentation.

Note

If you are using quotation templates, you can also pick a default setting for each template.

Register a payment

From the quotation email you sent, your customer will be able to pay online.

The use of suggested products is an attempt to offer related and useful products to your client. For instance, a client purchasing a cellphone could be shown accessories like a protective case, a screen cover, and headset.

Add suggested products to your quotation templates

Suggested products can be set on Quotation Templates.

Once on a template, you can see a Suggested Products tab where you can add related products or services.

You can also add or modify suggested products on the quotation.

Add suggested products to the quotation

When opening the quotation from the received email, the customer can add the suggested products to the order.

The product(s) will be instantly added to their quotation when clicking on any of the little carts.

Depending on your confirmation process, they can either digitally sign or pay to confirm the quotation.

Each move done by the customer to the quotation will be tracked in the sales order, letting the salesperson see it.

If you often sell the same products or services, you can save a lot of time by creating custom quotation templates. By using a template you can send a complete quotation in no time.

Configuration

For this feature to work, go to Sales ‣ Configuration ‣ Settings and activate Quotations Templates.

Create your first template

You will find the templates menu under Sales ‣ Configuration.

You can then create or edit an existing one. Once named, you will be able to select the product(s) and their quantity as well as the expiration time for the quotation.

On each template, you can also specify discounts if the option is activated in the Sales settings. The base price is set in the product configuration and can be alterated by customer pricelists.

Use a quotation template

When creating a quotation, you can select a template.

Each product in that template will be added to your quotation.

Tip

You can select a template to be suggested by default in the Sales settings.

Confirm the quotation

Templates also ease the confirmation process for customers with a digital signature or online payment. You can select that in the template itself.

Every quotation will now have this setting added to it.

Of course you can still change it and make it specific for each quotation.

 

When you qualify a lead into an opportunity you will most likely need to send them a quotation. You can directly do this in the CRM App with KIU BMP.

Create a new quotation

By clicking on any opportunity or lead, you will see a New Quotation button, it will bring you into a new menu where you can manage your quote.

You will find all your quotes to that specific opportunity under the Quotations menu on that page.

Mark them won/lost

Now you will need to mark your opportunity as won or lost to move the process along.

If you mark them as won, they will move to your Won column in your Kanban view. If you however mark them as Lost they will be archived.