Quotes and order confirmations

Overview

Not every contract starts with an invoice. Often there is a quote first, which the customer reviews and accepts, and sometimes an order confirmation that puts the agreement in writing. You create both document types in Kyvento, send them by email, and turn an accepted quote into a real subscription or invoice with one click — without typing the line items a second time.

Quote and order confirmation: the difference

• Quote — your proposal to the customer, with a validity date. Nothing is binding until it is accepted; no receivable and no VAT arise.
• Order confirmation — the written confirmation of an order already placed. It documents what was agreed, but it is not an invoice either.

Neither is a tax document. VAT is only determined when an invoice is created from it — with the rates and the customer details valid at that point.

Creating a quote

1. Open Finances → Quotes and click “New quote”.
2. Pick the customer. Alternatively start from the customer record — then it is already filled in.
3. Set a valid-until date. After that day the quote counts as expired and can no longer be accepted.
4. Add line items: either a product from your catalogue, or a free-text item you describe and price directly.
5. Optionally add an introduction and a customer note — both appear on the PDF.

As long as the quote is a draft, you can change everything; in the document list it then carries the status “Open”. Only on finalising does it receive its number and become immutable.

Sending and tracking

“Send” emails the quote to the customer as a PDF. In the document list it passes through these statuses – which you can also filter by there:

• Open – the draft, still editable and without a number.
• Finalized – fixed and numbered, ready to send.
• Accepted or Declined – the customer has decided.
• Expired – the validity date passed without a response.

An order confirmation does not follow that path: it carries “Issued” as soon as it is created and waits for no approval.

If you need a revised version, “New version” creates a copy with its own number. The previous version is kept — so it stays traceable what was offered when.

Turning a quote into an order

When the customer accepts, book the quote with “Accept and book”. Kyvento creates whatever the line items call for:

• Subscription products become a running subscription with the agreed interval.
• One-time products end up on an invoice.
• Free-text items are created as individual products along the way — they do not show up in your regular product catalogue.

The payment route follows what is stored for the customer: if there is a saved payment method, it is charged; otherwise the invoice goes out on account, provided you allowed that for your account.

Number ranges and templates

Quotes and order confirmations have their own number ranges, which you configure under Settings → Number ranges. Their appearance is controlled under Settings → Templates: each document type has its own template, so a quote can look different from an invoice – the editor and the default templates work the same everywhere, see Customizing invoice design.

Next steps

• Set up your products before writing quotes — see Creating a plan: step by step
• Adjust how your documents look — see Customizing invoice design