Creating a Quotation

BillYantra lets you create professional quotations (also called proposals or estimates) that you can send to clients before work begins. A quotation can later be converted into a tax invoice with one click.

Step 1: Open the Quotation Form

Go to Sales → Quotations in the left sidebar. Click + New Quotation.

Step 2: Select the Customer

Choose the client from the Customer dropdown. BillYantra auto-fills their GSTIN, address, and contact details. If the customer has a Contact Person set, the quotation greeting will address them by name.

You can also add a new customer on the fly by clicking + Add Customer at the bottom of the dropdown.

Step 3: Set Quotation Details

Step 4: Add Line Items

Click + Add Item and fill in:

• Item Name — Description of the product or service
• HSN/SAC Code — Auto-filled from your product catalogue
• Qty & Rate — Quantity and unit price
• GST Rate — 0%, 5%, 12%, 18%, or 28%

BillYantra calculates taxable amount, GST, and line total automatically.

You can also set per-item fields for subscription billing:

• Term Start / Expiry Date — For license or hosting renewals
• Billing Period — e.g. "Apr 2025 – Mar 2026"
• Serial Key — For software licenses

Step 5: Set Payment Terms

In the Payment Terms section:

• Advance % — How much the client pays upfront (default 50%). The advance amount is computed automatically.
• Outstanding Dues — Any previous dues the client must clear before work starts.
• Urgent Due (Pay Now) — If only part of the outstanding is needed immediately, specify that here. The rest is shown as deferred.

The quotation PDF shows a clear breakdown: Advance + Urgent Due = Amount to Pay to Start Work.

Step 6: Notes and Options

• Notes — Client-visible text, e.g. warranty or delivery conditions.
• Internal Notes — Visible only to you, not printed on the PDF.
• Hide GST — Tick this if the client should see the total inclusive of tax without a separate GST column. Useful when a client says "don't charge GST separately" — the tax is still calculated correctly but not displayed. A note "Inclusive of all taxes" appears instead.

Step 7: Save and Send

Click Save Quotation. BillYantra assigns a quotation number (e.g. QT-2025-26-0001).

From the quotation view page you can:

• Download PDF — Professional A4 quotation ready to share
• Send via Email — Sends the PDF to the customer's email directly
• Convert to Invoice — Converts the quotation to a draft invoice once the client confirms

Tip: If you edit a quotation after sending it, BillYantra automatically bumps the revision number. The client sees a new revision on the quotation PDF.