Who can use this feature

Available on monday CRM

Available on Basic plan, Standard plan, Pro plan, and Ultimate plan    

Note: This feature replaces a previous version of Quotes & Invoices which will soon be deprecated.

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. 

Open Quotes and Invoices

Using the main Quotes and Invoices board

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 New quote or New invoice:

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 enables you to set up a custom document that will be available for 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 quote or New invoice to open the template center. Use the search bar to find a template. Select the template to get started.

Set up the document

When a document is created, it's connected to your Contacts board and a board that includes a list of products or services. Information will be pulled into your document from your chosen, connected boards. As you edit your document details on the left, you'll see a preview of the document on the right:

Add deal

Click Add deal to add a Deals or Opportunities board and select your board from the dropdown:

If you create the document from your board, it will be connected by default to the item where you initiated the document creation.

Add recipient

Click Add recipient to add a contact from your Contacts board. To automatically fill your contact's details, choose your source board and your recipient's name:

Click Save to save the changes.

Add product catalog

Click Add catalog to import your products and services. Search or select your board from the dropdown menu and click Save:

Edit the document

On the right, edit the document details:

Click on any field to update the contents. You can:

• Click New item to add a product or service from your connected board.
• Click Adjustment to add an adjustment. You can make adjustments for discounts (percentage or fixed), taxes, and fees. 
• You have the option to Upload signature or a logo.
• You can add notes about terms in the footer.
• If you toggled the Payment button option in Settings, you can add a link to your preferred payment platform.

Document settings

Click the Settings tab on the left to adjust your template's settings:

Serial number format

This is set when creating the template. It can't be adjusted when creating an individual document.

Locale

Here, you can define the location where you're doing business. The date and currency formats will adjust accordingly. However, the document will not be translated.

Currency

Regardless of your location, you can manually adjust the currency of your document.

Date format

Regardless of the locale you select, you can manually adjust the formatting of your document's date.

Document structure

You have the ability to customize the structure of your document in the Quote sections area. You can toggle on or off any of the sections in your document. 

Which sections can I add and remove?

• Logo image
• Expiration date
• Description
• Payment button
• Signature image
• Signature collection
• Footer note
• Footer border

Create, preview, and download

Create quote

Use the Create quote button to create the document. Key details such as document type (quote or invoice), client name, issue date, and the document’s status are populated and locked in the Quotes & Invoices board to prevent manual editing and ensure data integrity.

Preview

To confirm that the quote or invoice appears as you intended and that the information is accurate, we recommend previewing the document. You can find the Preview button in the top right corner to the left of the Create quote 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

Click the dropdown arrow to the right of the Create quote button. Click Create and download to PDF 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.

Use workflows to track and manage

You can use the workflow builder to build workflows based on your Quotes and Invoices board.

To learn more about building a workflow, check out the "Get started with the workflow builder" article.

Permissions

Currently, 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 to ensure they remain current and effective. 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 to ensure consistency and efficiency. 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 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.

Pricing

Quotes & Invoices is a built-in feature on all monday CRM plans. Based on your monday CRM plan tier, there is a set number of documents that you can create each month. 

To learn more about features available on monday CRM plans, take a look at our pricing page.

Future improvements