With the new Quotes & Invoices app, you can create quotes and invoices within your monday.com workflow and have them ready to go in no time. This app is perfect for sales teams, marketing teams, retail, and manufacturing. Any team that manages orders or services will find this feature useful!
Add the app
There are two ways to add the app to your workflow.
1) First, if you choose the CRM solution from the template center, the app will be built into your new boards.
2) If you've built your own boards, your second option is best. To add the app to your workflow,
- Open any item on your board by clicking on the speech bubble to open the Updates Section.
- Then click on the "+ Add View" button on the top right of the Updates Section.
- The Item Views Center will open and you'll see Apps by Monday. Choose "Quotes & Invoices" by hovering over the app and selecting the button "+ Add to item":
Once you add the app, click on the blue "Create document" button and then you'll see the document template in your item's Updates Section:
If you wish, you can click on the word "Quote" to change the name of the document. If you are building an invoice, this would be the appropriate place to rename your document accordingly.
Add billing information
For this example, we're creating a quote for a company on our Sales Pipeline board.
There are two parts to the quote. First, there's the "Bill from:" fields for your company's information. Second, there's the "Bill to:" fields for the customer or client information. By clicking on each of these headers, they can be edited to reflect anything that fits your workflow. For example, you can change the headers to your preferred language.
On our quote template, we can manually add the details required for the "Bill from:" fields. We only need to add these details once for it to be reflected in the "Bill from:" fields on this board.
The fields beneath the "Bill to:" header can't be manually altered. For the "Bill to:" fields, we can choose to populate the fields with data from our board or with data from a different board connected via the Connect Boards Column. Either way, the fields beneath "Bill to:" must be populated from data created in advance.
If you would prefer to populate the fields in your document with data from a different board, you'll need to add a Connect Boards Column. Let's look at how to connect a board. ⬇️
Because our CRM board has all of the information we need to complete this quote, we'll be connecting to this board. This is what our CRM board looks like:
On our Sales Pipeline board, the "In CRM" column connects to our CRM board:
Once we connect an item on the Sales Pipeline board to its corresponding item on the CRM board, we can populate data from the CRM board into the quote. The connected board's data will appear below your board's data in the drop-down list in the Quotes & Invoices view:
Add your logo
To add your logo to the document, click on the "Add company Logo" text:
This will open a window that allows you to select an image from your computer. The logo you upload will be visible for the Quotes & Invoices view within each item's updates section.
Add line items and adjustments
1) Add a line item
To add a line item to your document, scroll to the bottom of the Quotes & Invoices app and click "Add line item". For each line item, you can customize the item description, the quantity, and the unit price. The total will auto-populate.
2) Add adjustments
To add a discount, VAT, or a fee, click on "Add adjustment". If you would prefer to add tax rather than VAT, you can select VAT from the dropdown and adjust the name of the item. The default adjustment types (i.e. VAT or tax) can be changed in the Settings. See the "Other settings" section below.
All adjustments can be either a percentage or a fixed amount. By default, all adjustments are a percentage, but you can adjust this using the dropdown arrow next to the percentage symbol.
The final total, considering the discount and VAT, will auto-populate.
Add notes and a signature
At the very bottom of the app, you have the option to add a note or request a signature on your document.
1) Add notes
This note section can be used to add text to your document. You can customize the way the text appears on your final document by adjusting fonts, colors, alignment, and formatting. Currently, you can not add files.
2) Add signature
If you check the “Add signature” box, a signature line and date line will be added to the bottom of your document.
Click on the gear icon in the upper left-hand corner of the app to open the "Settings". Altering these settings will change the default adjustment values. For example, if you change your Tax name to "Tax" rather than "VAT", when you click on "Add adjustment" you will see "Add Tax" as your default.
The setting options are as follows:
1) Change the currency
The premade currency units are Dollars, Euros, and Pounds. You can also "Type your own" in the field to the right of the premade values.
2) Change the tax name
You can change the tax to reflect the type most commonly used for your quotes and invoices.
3) Change the fee type
The two premade fee options are "Shipping" and "Handling", but you can enter any fee you'd like to include as the default in the "Type your own" field.
4) Adjust the branding displayed
On the Pro plan and above, you can choose to remove monday.com branding from your finished document.
Preview and share
To share your document, you can download it and send then send it as a PDF to your clients. Before sharing, you can preview the document to make sure it is appropriate for your needs by clicking on the "View" tab, as below.
Note that if you choose to preview the document, you will not be able to edit the document again until you select "Edit" in the top of the app.
To download the document, click on the "Download" button at the top right of the app, and it will download to your computer as a PDF. You can then save the PDF, rename it, and attach it to an email to send to your client.
Easy as that!
If you have any questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help!