Who can use this feature

Available on monday CRM

Available on Pro plan and Enterprise plan    

Note: This feature replaces a previous version of Quotes & Invoices which will soon be deprecated. While the previous version was also available to monday work management, the new version is only available to monday CRM users.

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

Using the main Quotes and Invoices page

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

Click Create new to create a new document:

Using the Quotes & Invoices column

To add the Quotes & Invoices column to any CRM board, open the Column Center and search for "Quotes & Invoices". Click Add to board:

In the Quotes & Invoices column, click an empty cell to add a document. Select a template from the list or create a new template:

Using the Item Card

On any board, open the updates section of an item:

Click More to see available Item views. Select Quotes & Invoices [New version]:

Using the new view, click Create new:

Invoices created through any of these methods will appear on the main Quotes & Invoices page.

Create and choose a template

With the new Quotes & Invoices, you can create templates of quotes and invoices for your team to use. Creating a template allows 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. There are also default templates created by monday.com. 

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, they are typically connected to your Contacts board and a board that includes a list of products or services. As you complete the document, information will be pulled into the empty fields from connected boards.

Settings & description

Once you choose a template, you can add the invoice details and edit your document description.

Company brand & Recipient details

Choose a source to extract the data from and then select a recipient name. Choose the fields to use for the recipient details and the preview on the right will populate with the information:

Product & services pricing table and Footer notes

Next, add products or services. In this section, you can add price adjustments. The adjustment field is available for each quote or invoice, and you can toggle between a percentage (%) or fixed amount ($). Enter any positive value in this field.

You can also insert a signature collection option in this section by toggling it either on or off. To add a signature in general, in the template editor, click on Include counter signature. Then export the PDF, which can either be signed digitally by the customer or printed out and signed manually before returning it.

In the Footer notes, you can include 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

Using the Save button, log 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 and ensure 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 and 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