How do you create/send out your quotes/invoices

[Conceptstore]

We currently have a method which is a little long winded for both us and the recipient but very secure & reliable. Just wondering what everyone else does.

How do you create/send out your quotes?

- Inside an Email
- Email attachment
- HTML email
- Word docs (or similar)
- etc etc etc

[Tridene Solutions]

We use quickbooks pro to generate the invoices, we convert them to PDF files and then email them which saves on postage costs.

We also ask for payment by BACS which saves on bank charges.

Thanks,

Rich

[matt.chatterley]

Originally Posted by Tridene Solutions

We use quickbooks pro to generate the invoices, we convert them to PDF files and then email them which saves on postage costs.

We also ask for payment by BACS which saves on bank charges.

Thanks,

Rich

Ditto. Of course, these sorts of small savings all add up, and help us to keep prices down!

[Conceptstore]

Thanks very much.

We actually do the same thing (with different software) but it made me think twice:

Most of the quotes we receive via email come in HTML or plain email format, which is very quick and easy for the recipient (no downloading) and quick for us to create.

I like the fact that its quick but i see security issues by sending it in HTML/plain text format.

Any other methods?

[Tridene Solutions]

That's why we create PDF files and attach them. Nearly everyone can open a PDF file these days and they're considered (for some reason) to be more secure

[ajmartinco]

I also use Quickbooks, but I use the Accountant version. Quickbooks allows me to create the invoice and email a pdf to my client directly, they then pay by BACS so no paperwork at all.

Very quick - Very efficient.

Regards
Andrew Martin

Home

[whistle ink]

I didn't do too many quotes to justify buying any software so I used excel and then printed it to PDF to email.

[AdamW]

I convert to pdf and email currently but am in progress of re doing my coding site and will then have everything online and generated through the admin area.

As I'm teaching myself Cocoa for Mac I might even write something that connects to it, although that may be some way down the line!

[Gerry Brannigan]

We use Excel, print to PDF and email or print and snail mail.

[trevorwood]

We use Quickbooks and email invoices. Quickbooks has a mail this option and created a pdf which it then emails via your email software. We send out overdue invoice remiders by email for the 1st, 2nd & 3rd reminer (with a read receipt request) and send the final demand by registered post

[david64]

I have highly specialised needs so I create my invoices with PHP, XML and XSL and send them to people as HTML via email.

If I ever need anything, I can just add it on.

[NikkiPilkington]

We use Kashflow Small Business Accounting Software - Mac and Windows for emails - we have a lot of repeat invoices, and the Kashflow system sends them out as PDFs autmatically by email. It also emails Julie, our accounts lady, when invoices are overdue, and generates 'chasing letters' too.

We ask people to pay by BAC transfer, or we offer Paypa / Google Checkout if they want to pay by Credit or Debit card.

Occasionally people want to pay by cheque, but it doesn't happen often, and tends to be the larger companies that do this.

Quotes and proposals are based on a template, which is in Word, but I export to PDF and send as a PDF to the potential client, to avoid any compatibility issues.

[whistle ink]

Originally Posted by david64

I have highly specialised needs so I create my invoices with PHP, XML and XSL and send them to people as HTML via email.

If I ever need anything, I can just add it on.

Sounds complicated!

[Conceptstore]

Thanks everyone for the input. It sounds like the majority are all actually all in the same boat, using the same method of attaching a PDF.

I think i'll continue to do the same. If its not broke don't fix it. Thanks again.

[hlsbs]

I use Microsoft Office Accounting Express (free version), it tracks my time, generates my invoice, handles the bookkeeping. Not had to do a quote yet but it will do those for me as well. It exports the invoice to Word, I pdf it, save a copy and email it to Client who I ask to pay me by BACS. Lots less paper, lots less cost and saves huge amounts of time.

[philmonk]

Originally Posted by hlsbs

I use Microsoft Office Accounting Express (free version), it tracks my time, generates my invoice, handles the bookkeeping. Not had to do a quote yet but it will do those for me as well. It exports the invoice to Word, I pdf it, save a copy and email it to Client who I ask to pay me by BACS. Lots less paper, lots less cost and saves huge amounts of time.

Oh that's handy, will have to grab a copy of that

[B_Cal]

Had a magazine client recently who was very specific, invoices had to be of a certain format and e-mailed to three specific addresses and payment would be made by BACS.

Works for me - works for them - I had the money in my bank account 3 days after the e-mails went.

Needless to say I was delighted when I got my next commission from them.

Everybody saves time and expense, everybody is happy

Roy

[Mark]

I just make mine up in CorelDRAW then export to pdf. No one's ever complained.

[iwebshop]

I use WHMCS - The Complete Client Management, Billing & Support System - made for design/hosting/domain reg companies. Generates invoices + repeat invoices auto and also sends out reminders automatically.

[hlsbs]

Those of you who use Word and Excel are you aware there is an ad in for word and excel that saves as PDF? It works very well and also works in PowerPoint and allows compression etc. Prefer it to my PDF printer

[Paul Norman]

We send all our invoices and quotes out as pdf files.

apart from a small number of clients who request a hard copy in the post.

[TemplarMC]

Used to use Quickbooks, but then found Xero - pay monthly, web-based, easy and powerful enough. Okay, it possibly goes against the grain for the Sage mafia and the other big boys, but it was a step up from Freshbooks and like the web-based stuff for convenience.

We tend to use quotes on Email templates (dependent on the type of job booked), as have a definitive multi-stage booking process with Conditions etc. I think Xero can do quotes etc. but never had cause to try it!

[rfc@i-change.biz]

Chaten,
I use Word, to keep the corporate livery exact, convert to pdf and email. I prefer BACS payment. I use QuickBooks, and whilst I create an invoice within that it is purely for my accounting purposes.
I can't remember when I last sent out hard-copy

[jijwhite]

I would highly recommend Kashflow. Great, easy to use system, UK based and developed, great support. Creating invoices takes minutes

[AboveParr]

I use Sage to create my invoices (it's what I'm used to) and then email as pdf. I don't tend to do quotes for myself, as most of my work comes by referral, but I have created a set of templates for a client which we can then "pick n mix" as needed - he was composing 5 page quotes from scratch every time and it was taking him hours!