Order Proposal

- Purpose
 

An Order Proposal is a pre-sales document used to present an offer, quotation, or commercial proposal to a potential or existing customer before any commitment, delivery, or billing takes place.
 

It defines what you are offering, at what price, and under which terms, but it is not legally binding until accepted and converted into another document (such as a Detail Order or Tax Invoice).
 

An Order Proposal is the starting point of the sales process.


 

-  When to Use an Order Proposal
 

Use an Order Proposal when:
 

• Quoting prices to a customer

• Presenting service packages

• Negotiating scope or pricing

• Offering optional items or variants

• Customer approval is required before work begins

• Sales needs documentation before execution

• No payment should be requested yet
  
   

  Common industries:
   

• Sales & consulting

• IT & SaaS

• Advertising & media

• Professional services

• Manufacturing (custom orders)

• Construction & engineering

• Subscription-based businesses
  
  
   

  - How to Use – Step-by-Step (User Flow)
   

  1️⃣ Create Order Proposal
   

  Navigate to Documents → Orders → Order Proposals

  Click Add Order Proposal

  Select or create:

• Customer

• Company / invoice settings

• Document language

• Currency
  
  
   

  2️⃣ Define Proposal Overview
   

  Add high-level proposal information:
   

• Proposal title

• Proposal reference

• Issue date

• Valid until date

• Sales owner

• Project or campaign name
   

  3️⃣ Add Proposed Items / Services
   

  Each proposal item can include:
   

• Product or service name

• Detailed description

• Quantity

• Unit price

• Discount (fixed or percentage)

• Optional tax (for estimation only)

• Optional notes per item
  
  
   

  4️⃣ Pricing & Estimated Totals
   

  Order Proposals show estimated commercial value:
   

• Subtotal

• Discounts

• Estimated tax (optional)

• Estimated total amount
  
  
   

  5️⃣ Terms, Conditions & Notes
   

  Include proposal-specific terms:
   

• Validity period

• Delivery timeline (estimated)

• This protects both:
  
  ✔ Seller
  ✔ Customer
  
  
   

  6️⃣ Save Order Proposal
   

  On save:
   

• Proposal number is generated

• Status is set to Draft or Sent

• No accounting or inventory impact occurs
  
  
   

  - Proposal PDF Generation
   

  A professional proposal PDF is generated automatically.
   

  The PDF includes:
   

• Company branding

• Customer details

• Proposal summary

• Itemized offerings

• Pricing estimates

• Terms & validity

• Signature / approval section (optional)
  
   

  Used for:
   

• Emailing to customer

• Negotiations

• Management approvals

• Sales records
  
  
   

  - Sharing & Approval
   

  Order Proposals can be shared via:
   

• Email

• WhatsApp

• Customer actions:

• Review proposal

• Request changes

• Approve proposal

• Reject proposal
  
   

  - Conversion & Next Steps
   

  Once approved, an Order Proposal can be:
   

  - Order Proposal → Detail Order
   

  Used when:
   

• Scope is complex

• Execution planning is required

• Project-based work starts
  
  
   

  - Order Proposal → Tax Invoice
   

  Used when:
   

• Immediate billing is allowed

• Simple products or services

• No delivery tracking needed
  
  
   

  - Order Proposal → Purchase / Work Order
   

  Used internally to trigger:
   

• Procurement

• Production
  
   

  - Payment Behavior (Important)
   

  Order Proposals do NOT handle payments.
   

  ❌ No payment methods
  ❌ No receipts
  ❌ No tax reporting
  ❌ No customer balance impact
  
   

  API Support
   

  Order Proposals are fully supported via API.
   

  API Capabilities
   

• Create order proposal

• Update proposal items
   

• API Use Cases
   

• CRM integrations

• Sales automation

• Quotation systems

• Online proposal tools

• Customer portals
  
  
   

  ⚙️ Settings Affecting Order Proposals
   

  Proposal Settings
   

• Default proposal template

• Validity period rules

• Editable fields after sending

• Approval workflow
  
   

  Template Settings
   

• Proposal-style layout

• Optional pricing visibility
   

• Pricing Rules
   

• Discount limits

• Optional tax display

• Multi-currency support
  
  
   

  ✅ Benefits of Order Proposals
   

  ✔ Professional sales presentation
  ✔ Faster customer approvals
  ✔ Clear scope definition
  ✔ Reduces misunderstandings
  ✔ Supports negotiation & revisions
  ✔ Clean transition to execution
  ✔ API-ready for sales automation
   

  - Summary
   

  An Order Proposal is the foundation of a structured sales process.
   

  It allows businesses to:
   

• Present offers clearly

• Get customer approval

• By separating proposal, execution, and billing, Order Proposals ensure clarity, flexibility, and professionalism across the entire sales lifecycle.
   

• Control scope before execution

• Convert smoothly into orders and invoices