You create a quote under Offertes & facturen → Offertes (Quotes & invoices → Quotes). You draw it up as a draft, send it when it is ready and then see in the overview whether the customer has approved it. For this you need the add-on Offertes & Facturatie (Quotes & Invoicing) and the corresponding rights, such as Offerte opstellen (Draw up quote) and Offerte versturen (Send quote). The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Drawing up a new quote
- Click Nieuwe offerte (New quote).
- Fill in Klant & kenmerken (Customer & details). Klant (Customer) is required. The Contactpersoon (Contact person) receives the quote and can approve or reject it. The Offertenummer (Quote number) is suggested automatically and you may change it.
- Set the Geldigheidstermijn (dagen) (Validity period (days)), 30 by default, and the Standaard btw % (Default VAT %), 21 by default. With Bedragen incl. btw invoeren (Enter amounts incl. VAT) you type prices including VAT. Beamcore converts them to excluding VAT.
- Under Regels (Lines), add your lines with Regel toevoegen (Add line).
- Optionally fill in Korting & deelbetalingen (Discount & part payments) and the tabs Omschrijving (Description), Opmerkingen / voorwaarden (Remarks / terms) and Interne notitie (Internal note).
- Save. The quote gets the status Concept (draft) and version 1.
Lines, VAT and discount
A line is an Offerteregel (Quote line) or a Notitieregel (Note line). Quote lines count towards the total, note lines are free text. For a quote line you fill in Omschrijving, Aantal (Quantity), Eenheid (Unit), Stuksprijs (€) (Unit price (€)), Btw % (VAT %) and Korting % (Discount %). With Standaard-omschrijving (Default description) you choose a template from your company settings. The VAT percentage per line may differ from the default percentage.
At Offerte-brede korting (Quote-wide discount) you choose Geen (None), Percentage (%) or Vast bedrag (€) (Fixed amount (€)). Under In delen factureren (Invoice in instalments) you spread the total across instalments with Termijn toevoegen (Add instalment). The last instalment is automatically topped up to 100%.
Attachments
Below the quote is the table Losse bijlagen (Separate attachments). With Bijlage uploaden (Upload attachment) you add files, a maximum of 10 at a time of 10 MB each. Default attachments from your company settings are already listed. The email to the customer contains the quote as a PDF. The separate attachments stay with the quote in Beamcore and are not included in the email.
Sending the quote
- Open the quote and click Versturen (Send).
- At Gebruiker van de klant (Customer's user) choose a contact person, or enter an E-mailadres (optioneel) (Email address (optional)) yourself. That may also be someone without a Beamcore account.
- Adjust the Begeleidende tekst (optioneel) (Covering text (optional)) and click Versturen.
If you leave the email address empty, no email is sent and the customer only gets a notification in the portal. The status becomes Verstuurd (sent) and the button is then called Opnieuw versturen (Resend).
Tabs and statuses
The overview has the tabs Openstaand (Open, covering Concept and Verstuurd), Akkoord (Approved), Afgewezen (Rejected), Gearchiveerd (Archived) and Alle (All). A quote is Concept, Verstuurd, Geaccepteerd (accepted) or Afgewezen.
Editing, duplicating, PDF and archiving
Under Meer acties (More actions) on the quote you will find:
- Bewerken / herzien (Edit / revise): you change a draft directly. If you edit a sent quote, a new version is created and the quote goes back to Concept. Then send it again. An accepted or rejected quote can no longer be edited.
- PDF bekijken (View PDF) and PDF downloaden (Download PDF): always the current version.
- Dupliceren (Duplicate): opens a new quote with the same customer and content.
- Archiveren (Archive): moves the quote to the tab Gearchiveerd. With Uit archief halen (Restore from archive) you put it back.
At the bottom of the quote is Historie (History), showing what happened and when. How the customer gives approval is explained in Having a quote accepted and signed.