Generate custom financial documents to manage client transactions more efficiently! With the new Quotes & Invoices, you can create, manage, and track quotes and invoices. Quotes & Invoices integrates with your existing CRM boards to pull in information about your contacts, products, and services. 

 

Create a document

The new Quotes & Invoices is only available in monday CRM. To open it, click on Quotes & invoices in the top left panel:

Click New document to create a new document:

 

Create and choose a template

With the new Quotes & Invoices, you can create templates of quotes and invoices for your team to use. These templates allow you to set up a custom document that will be available for the rest of your team to use when they reach the quote and billing stage of a relationship.

When you open Quotes & Invoices, you can create a new template or choose an existing template.

Create a template

If you'd like to create a new template, check out our "The new Quotes & Invoices: create templates" article for detailed instructions.

Choose a template

Once you open Quotes & Invoices, click New document and use the search bar to find a template. Select the template name from the list to get started.

 

Complete the quote or invoice

When templates are created, the template is typically connected to your Contacts board and a board that includes a list of products or services. As you complete the document, information will pull into the empty fields from connected boards.

Document details & description

Once you choose a template, you can add the recipient in the Bill to field and the date in the Issue date field. You can edit your document description in the following section.

Product & services

Next, add products or services. You can also add price adjustments in this section:

Payment button & footer notes

Towards the bottom of your template, you can add a link for your payment button. You can also edit the notes that will appear in your footer, including payment terms and any other conditions.

 

Customization options

There are a few customization options that you can utilize on top of the template:

Edit content

The document is generated based on a template. However, you can edit fields directly within the document. You can adjust text, quantities, and prices. Any changes that are made will only apply to your document. They will not change the original template.

Products and services

You can select from the predefined options linked to the template, or you can write in prices and quantities to make real time adjustments.

Adjustments and taxes 

When you create a template, you have the option to add price adjustments for discounts, taxes, and additional fees. If an adjustment was included in your template, you can apply price adjustments to your document.

 

Save, preview, and download

Save

The document is auto-saved during the creation process, ensuring that no data is lost if your session is interrupted. Using the Create document button logs the document in the "Quotes and Invoices" board. Key details such as document type (quote or invoice), client name, issue date, and the document’s status are populated and locked to prevent manual editing, ensuring data integrity.

Preview

To confirm that the quote or invoice appears as you want it to appear and that the information is correct, we recommend previewing the document. You can find the Preview button in the lower right corner to the left of the Create document button. The preview is a real-time rendering of the document in PDF format, allowing you to see exactly how it will appear to your client.

Download

On the right of the Create document button, there is a dropdown arrow. Click on this arrow to open the option to download your quote or invoice as a PDF document. At this point, you can send the PDF off through your preferred method of communication.

 

Tracking Quotes & Invoices

All quotes and invoices are logged on one board. The Quotes & Invoices board is unique within your monday CRM account, because only quotes or invoices can be created from this board. Many of the columns and other variables are locked.

Customize your board

Even though many of the columns are locked, you can add columns to customize your team's usage of the board, create custom views, and add automations. You might find some of the following customizations help you and your team to optimize your use of this board:

Add columns

You can add columns to your board. This flexibility allows you to track additional information, such as approval status.

Sort and filter

By default, documents on the board are sorted by creation date. You can apply filters to change the way the board is sorted. View documents by client, status, or document type.

Add Automations

You can add automations to your board to keep things moving efficiently. For example, you can use automations to trigger a notification when a document's status changes (i.e. from "Sent" to "Paid"). You can also send follow-up reminders to your teammates if a payment hasn’t been received by the due date.

 

Permissions

At the moment, the new Quotes & Invoices does not support granular permissions for templates or documents. To manage access, you need to manage board permissions for the boards connected to your templates. Any user with access to the board can view, edit, or delete both templates and finalized documents.

However, we're diligently working on creating more granular permissions for teams that need them!

 

Best practices

We recommend the following best practices--

• Maintain template consistency. We recommend regularly reviewing and updating your templates. This ensures that your templates align with your current pricing structures, pricing adjustments, and branding.
• Clearly differentiate templates. Consider creating separate templates for different product lines or client types. Clearly differentiating your templates makes it easier for your team to use them successfully. 
• Training and support. We recommend implementing internal training or communication that helps your team to understand the difference between templates to prevent accidental edits and incorrect usage. We also recommend providing training on linking boards to templates and managing documents within the Quotes & Invoices board.

 

Future improvements

 

If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.