Creating a quote

By the end of this guide, you will know how to draft a complete quote and send it to your customer as a PDF. SynkriaOps automatically assigns the sequential number (DV-26-AA00001 by default).

Accessing the form

In the main menu, click Sales → Quotes → New quote button at the top right.

The quote list: the New quote button sits at the top right.

Creating a quote step by step

1. Select the customer

   In the Customer field, type the name or tax ID to search among your existing contacts. Select the customer: SynkriaOps automatically loads the associated 411xxx sub-account.

   If the customer doesn’t exist yet, click + New client to add them on the fly without leaving the form.

   Tip

   The customer sub-account (e.g. 411001) is essential: it is the account that will be debited when converting to an invoice. Make sure it is correctly set.

2. Fill in general information

   Field	Description
   Quote subject	What you are pricing, for example “Accounting audit”
   Date	Issue date, pre-filled with today’s date
   Valid until	Date until which the quote can be accepted
   Currency	The company currency by default
   Terms and conditions	Payment and delivery terms, deposit requested

3. Add product or service lines

   For each line, fill in:

   • Description: choose from the product catalogue or enter freely
   • Quantity: number of units, hours, days, etc.
   • Unit price excl. VAT: amount before tax in XAF
   • VAT rate: select the applicable rate (19.25% Cameroon by default, configurable per OHADA country)

   The total incl. VAT is calculated automatically for each line.

   Example:

   Description	Qty	Unit price	VAT	Total incl. VAT
   Q1 accounting audit	1	850,000 XAF	19.25%	1,013,625 XAF
   Team training (2d)	2	175,000 XAF	19.25%	418,188 XAF
   Total		1,200,000 XAF excl.		1,431,813 XAF incl.

   Add as many lines as needed with the + Add a line button.

4. Check the totals

   The summary at the bottom of the form displays:

   • Subtotal excl. VAT
   • VAT amount (detailed per rate if multiple rates apply)
   • Total incl. VAT in XAF

   

   The quote form: service lines with totals recalculated as you type.

5. Preview the PDF

   Click PDF preview to see the document before sending. Check:

   • Your company logo and details
   • Customer information and tax ID
   • The quote number, assigned when you save
   • Line items and totals
   • Terms and conditions and validity date

6. Save or send

   At the bottom of the form:

   • Save draft saves the quote without sending it; you can edit it as long as it is not accepted;
   • Send to customer saves the quote and opens the email, addressed to the customer on file, with the PDF attached;
   • Accept and convert, when the customer has already agreed, goes straight to the invoice.

Quote statuses

Status	Meaning	Actions on the quote
Pending	Saved, sent or not, awaiting an answer	Accept, Refuse, Send, Edit
Accepted	The customer agreed	Convert to invoice, Send
Refused	The customer declined	Duplicate
Expired	The validity date passed without acceptance	Extend validity
Invoiced	An invoice was created from this quote	View invoice

Caution

An Expired or Refused quote cannot be converted. Extend the validity of an expired quote; duplicate a refused quote to start a new proposal.

Common errors

Message	Cause	Solution
”Customer required”	No customer selected	Choose or create the customer
”Validity date required”	The field is empty	Enter how long the quote is valid
”At least one line required”	The quote has no line	Add a line
”Qty > 0”	Zero or negative quantity	Enter a positive quantity
The deposit exceeds the total	Deposit larger than the quote amount	Reduce the deposit

See also

• Converting a quote to an invoice: turn an accepted quote into an accounting invoice
• Creating a customer: add a contact with a 411xxx sub-account
• Creating a product or service: populate the catalogue for faster entry
• Understanding sales statuses: complete lifecycle of quotes and invoices