Preview and PDF

Goal: check how a quote looks and produce a document to give to the client.

Who can do it: anyone who can open the quote.

Preview a quote

1. In the quote editor, click the ⋯ menu in the header.
2. Choose Preview.

What you should see: a read-only page with the quote number, client, Status, Issue Date and Expiry Date, the line items grouped by section, Subtotal, Discount, Tax and Total, and any Notes and Terms & Conditions.

Click Back to Quote to return to the editor.

Note

Export to PDF on the preview page takes you to the quote’s Documents tab. The PDF itself is made there.

Generate and download a PDF

1. Open the quote and click the Documents tab.
2. Under Document Type, choose one. Your administrator can hide some types, so you may not see all of these:
   • Schedule: the product listing without pricing.
   • Quote: the standard quotation with pricing.
   • Quote with Discount: a quotation showing discount rates.
   • Quote with Notes: a quotation with detailed notes.
   • Consolidation: a consolidated summary view.
3. Choose a Layout (not offered for Consolidation): Image gallery, a photo grid above the list that suits quotes with few items, or Thumbnail rows, with an image beside each line.
4. Under Options, tick what you want. Show internal product code where available is on by default; when it is off, the supplier code is shown instead. Some types also offer Hide discount column or Add consolidated notes page.
5. Click Generate Document.
6. When the preview appears, click Download PDF.

What you should see: the document in the preview area, with zoom controls, and Download PDF next to it.

Use Export to Excel instead if you need a spreadsheet. It downloads straight away, with no preview, and is only offered for Schedule, Quote and Consolidation.

Caution

Download PDF only appears after you have generated a document, and it downloads that generated copy. The link expires after a while, and you will see “The document link has expired. Please regenerate.” Click Generate Document again.

What the PDF contains

• The quote’s lines, with product images.
• Page footers with the quote number and version, and “Page X of Y”.
• Bank details, from the store chosen on the quote (or your company’s details if the store has none).

Which prices and columns appear depends on the document type you chose. The Show Cost setting in the editor is a screen-only view.