GST quotations and invoices, from the same lead

The problem: prices in one app, payments in another

An AC dealer in Coimbatore gets an enquiry for three split ACs for a clinic. His salesperson types a quotation in Word, saves it as a PDF and sends it on WhatsApp. The customer asks for a discount; a second PDF goes out. A week later the customer says yes to “the first one with the discount from the second one”. The invoice is made in separate billing software by someone who has not seen either PDF. Payment comes by UPI to the owner’s phone, and nobody marks it anywhere.

Each step works. The trouble is the gaps between them. Quotations nobody chased, invoices that do not match what was agreed, and a vague sense that ₹1.8 lakh is owed by “a few customers”.

How quotations work in Enkay CRM

GST quotations from the lead

From a lead or a customer, create a quotation with line items, GST and a discount. Products you sell often can be saved, so you are not retyping model numbers and rates. Print it, or share it.

A link the customer accepts on their phone

Every quotation has a share link. Send it on WhatsApp with the message already written, and the customer opens it on their phone and taps to accept or decline. No PDF to download, no “please reply with confirmation”.

Revisions, not a pile of PDFs

When the customer negotiates, revise the quotation. The customer sees the current version; you keep the history of what was offered.

Follow-ups at the right moment

Enkay CRM creates a follow-up task when the customer opens your quotation and again when a sent quotation is about to lapse. Those are the two moments a call is most likely to close the deal. The quotations report on the Business plan shows your acceptance rate and how many days customers take to accept. Our guide to writing a quotation that gets accepted covers the rest.

How invoices and payments work

• Invoice from the quotation. An accepted quotation becomes a GST invoice without retyping, so what was agreed is what is billed.
• Numbered by financial year. Invoice numbers follow the financial year.
• UPI payment link on the invoice, so the customer can pay from their phone.
• Record payments, issue receipts and record refunds against each invoice.
• Credit notes for returns and corrections.
• Counter sales for quick sales that never went through a quotation.
• Products and stock, so your item list and quantities stay in one place.

Knowing what is owed

The reports on the Business plan show invoiced and collected amounts, money owed by age (so the forty-day-old invoice stands out from the four-day-old one), best sellers, a GST summary and an invoice register you can download as CSV for your accountant. See reports. If you are unsure what your invoice must contain, read GST invoice rules for small businesses.

Who it is for

• Businesses that quote before they sell: CCTV and security, solar, interiors, AC and appliance dealers, fabrication, IT hardware.
• Owners tired of chasing payments who want one screen that shows who owes what and for how long.
• Teams where sales and billing are different people. The invoice is made from the same record the salesperson worked on.

What it does not do

• No GST return filing and no e-invoice (IRN) generation. Export the invoice register and GST summary for your accountant.
• No automatic bank reconciliation. Payments are recorded by hand against the invoice.
• No online card checkout on the invoice; payment is by the UPI link or however you normally collect.
• Not a full accounting package. There is no ledger, balance sheet or payroll. Many businesses use Enkay CRM for quotations and invoices and their accountant’s software for the books.

From enquiry to paid invoice, step by step

1. An enquiry arrives as a lead. After the site visit, create a quotation from the lead.
2. Send the share link on WhatsApp. The customer opens it; Enkay CRM creates a follow-up task so you can call while it is fresh.
3. Revise the price if needed. The customer accepts online and the lead moves towards Won in the pipeline.
4. Make the GST invoice from the accepted quotation, with a UPI payment link, and send it the same way.
5. Record the payment when it arrives. Anything unpaid shows up in money owed by age.

Which plan includes it

Quotations, invoices, payments, credit notes, products and stock are on the Business plan: ₹499 a month or ₹4,990 a year, for the whole business with unlimited users. New signups get 90 days of Business features free, so you can send real quotations before deciding. The Free plan covers leads and follow-ups only. See pricing.

Once the invoice is paid, the customer’s record keeps everything together — see customer management for jobs and AMC contracts.

Frequently asked questions

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