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How to make quotations and delivery challans in BillClap Offline and convert them to invoices

In short: Make a quotation from Sales > Quotations, or a delivery challan from Sales > Delivery Challan. When the customer confirms, open it and use Convert to turn it into a sales invoice. Items, prices and tax carry over, so you don't type them again.

Make a quotation

  1. Go to Sales > Quotations and click Create Quotation.
  2. Select the customer, then add items and quantities, just like an invoice.
  3. Set the Due Date as the date until which your prices are valid.
  4. Click Save.

Create Quotation screen in BillClap Offline with customer and item

A quotation looks like an invoice but does not change stock or the customer's balance.

A quotation does not reduce stock and does not add to what the customer owes. Share it with the customer as a PDF or print it.

Make a delivery challan

Use a delivery challan when goods leave your shop before you bill them, for example goods sent on approval or delivered before the final bill.

  1. Go to Sales > Delivery Challan and click Create Delivery Challan.
  2. Select the customer and add the items going out.
  3. Check the warehouse at the top right.
  4. Click Save.

Create Delivery Challan screen in BillClap Offline

Convert to an invoice

  1. Open the list (Quotations or Delivery Challan) and click PDF View on the document.
  2. Under Actions, click Convert.
  3. Choose Convert to Sales Invoice. From a quotation you can also convert to a delivery challan, a sales order or a purchase order.
  4. The new document opens with the items, prices and tax filled in. Change anything that is different, such as the final quantity.
  5. Check the warehouse at the top right, and select it if it is blank, so stock is taken from the right place.
  6. Click Save.

Quotation actions with Convert menu showing Convert to Sales Invoice, Delivery Challan, Purchase Order and Sales Order

Convert a quotation in one click.

When a quotation goes to a challan and then to an invoice, stock is reduced only once.

Good to know

  • Take payment on the invoice, not the quotation. A quotation also shows Add Payment, but record money only after you convert it to an invoice.
  • Each document type has its own settings (prefix, numbering, letterhead): click Quotation Settings or the matching settings button on its list.
  • Set default terms for quotations and challans in Settings > Notes & Terms.

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