Offers
Follow these simple steps to create, manage, and track your offers in Xena.
You can easily customise how your offers and estimates look. Follow the guide on Reports and Printouts.
An offer uses the same layout as your invoices. If you have already selected a logo and colours for your invoices, these will automatically be applied to your offers and estimates.
Create an offer or an estimate
You can find all active offers and estimates under Sales > Order > Order overview on the Offers/Estimates tab.
To create an offer, start by creating a new order. Select Sales order as the order type. If you have created an order template or an invoice template, you can select them straight away.
Then fill in the details at the top of the order:
Select the partner who should receive the offer.
It is a good idea to select an order status so you can easily keep track of your offers and estimates.
On the Documents tab you can attach photos, drawings, and other relevant files.
You can create one or more tasks, where you describe the work and add items.
Write the text the customer should see in the Description and Note fields.
Add order lines with item number, quantity, and price.
Print or send offers and estimates
When your offer or estimate is ready, you can print it or send it directly to the customer by email.
Open the order menu (the three dots) and select Create offer/estimate.
Select the desired date.
If the offer should only cover part of the order, select Partial offer and mark the tasks to include.
Click Create offer or Create estimate. The document title and file name are automatically adjusted to match your choice.
What is the difference between an offer and an estimate?
An estimate works in the same way as an offer. The only difference is the document heading and file name. This makes it easier to distinguish between the two document types.
Offers and estimates share the same number sequence. For example:
1000-1 (Offer)
1000-2 (Estimate)
1000-3 (Offer)
On the Offers/Estimates tab you can see the document type. For a better overview, you can create one order status for offers and another for estimates.
How offers are saved
You can always find your active offers and estimates under Sales > Order > Order overview on the Offers/Estimates tab.
An offer is an open order that you can edit until it is invoiced or deleted. When the order is printed as an invoice or deleted, it is automatically removed from the list of active offers.
Each time you send an offer or estimate, it is saved both on the task and under the Documents tab on the order. If you create a new version, it automatically receives a new sequence number and becomes the active version.
All sent offers and estimates are also saved in the partner log. You can read more about email status and the log in this guide.
View offers in the status overview
You can also follow your offers under Sales > Status overview.
The status types shown are the ones you have created in your account. You can for example create a status called Active offers to quickly see all offers that have not yet been accepted or declined.
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