Quantalog Invoicing

Turn on Invoicing, add your business details, and send quotations and GST-ready invoices to your leads. Every field explained.

Quantalog Invoicing lets you send quotations and invoices to the people your forms and campaigns bring in, without a separate billing tool. Your business details are filled in for you, an accepted quotation becomes an invoice in one click, and the Invoices page shows what has been paid and what is still due. It is an official Quantalog app: free, available in every workspace, and off until a workspace admin turns it on.

#Quotations and invoices

Invoicing works with two kinds of document. They look alike, but they mean different things to your client.

#What a quotation is

A quotation (also called a quote or an estimate) is a price you offer before any work is agreed. It says what you would do, what it would cost and how long the offer stands. The client can accept it, reject it or let it run out. Nothing is owed yet.

#What an invoice is

An invoice is a request for payment after a sale is agreed or the work is done. It says what the client owes, by when, and how much has already been paid. In most countries, India included, it is also the record your accountant and the tax office rely on, which is why every invoice gets its own number that is never reused.

#How they fit together

A lead fills in your form. You send them a quotation.
They say yes. You mark the quotation Accepted and convert it to an invoice. Every line, price and tax rate is copied, so nothing is typed twice.
They pay. You mark the invoice Paid, and it moves from Outstanding to Paid on the Invoices page.

#Who can do what

Owners and admins turn the app on and off, and edit the business details in Apps.
Owners, admins and editors open Invoices and create, edit, duplicate, convert and delete quotations and invoices.
Viewers can't open Invoices. Invoices hold prices and client details, so they need at least the editor role.

Roles are set in Members. Everything is shared across the workspace: an invoice one editor creates is visible to every other editor.

#Turning Invoicing on

Open Apps. The Quantalog apps group is at the top.
Find Quantalog Invoicing and open it, then press Enable Invoices.
The panel changes to the business details form described below. Fill it in and press Save details.
Press Open Invoices, or use Invoices in the sidebar, under Quantalog apps.

You can also open /app/invoices directly. While the app is off, that page explains what it does and shows the enable button to admins. Each workspace turns Invoicing on for itself.

#Business details

Business details are the information about you that appears on every quotation and invoice. They live in Apps → Quantalog Invoicing, and the Business details button on the Invoices page and in the editor takes you there. Changes apply to documents you create from then on. Documents you have already created keep the details they were made with, because a sent invoice must not change after the fact.

Edit any field and the line at the bottom of the form turns to You have unsaved changes. Press Save details to keep them, or Discard to go back. If you close the panel or press Open Invoices with unsaved changes, Quantalog asks before throwing them away.

#Your business

Business name (required): your registered or trading name. It is the large name at the top of every document, so use the name your clients know you by and that appears on your bank account.
Billing email (required): the address clients write to about a bill. It is printed on every document, so use an inbox someone actually reads, such as billing@yourcompany.com.
Phone: optional, printed next to the email.
Address (required): your business address, on as many lines as you need. Invoices in most countries must show the seller's address, which is why it is required.
GSTIN: your 15-character Goods and Services Tax number, for businesses registered for GST in India. When filled in, it is printed under your address and the invoice heading changes from Invoice to Tax invoice, as a GST invoice must say. Leave it blank if you are not registered or not in India. Quantalog checks the format and refuses a number that can't be a valid GSTIN.
Website: optional, printed with your contact details.

#Logo and style

Logo: your logo, shown on every quotation and invoice in every template, including ones made before you uploaded it. Replace it here and documents without their own logo pick up the new one. Upload a PNG, JPG or SVG up to 300 KB. A wide logo on a transparent background looks best. Remove takes it off new documents.
Template: the layout new documents start with. Standard puts a large title and the balance due at the top right with a coloured table header; Spreadsheet lays everything out in a neat bordered grid, which suits long item lists; Minimalist uses large light type and plenty of white space with colour only on the amount due; Grand opens with a bold colour header showing the amount due; Soft Cards puts every section in a soft rounded card; Studio has a big quiet title and a highlighted amount due; Agency pairs a colour brand card with the amount due; Capsule lays items out as rounded pills; Banner has a full colour header with the page rising over it; and Panel opens with a soft header panel and the client in its own card.
Colour: the accent used for headings, table lines and the total. Pick from blue, indigo, teal, emerald, amber, crimson and slate. Choose the one closest to your brand.

Every document can still switch template and colour on its own, in the Design panel of its preview.

#Numbers and payment terms

Currency: the currency new documents start in. Choose from Indian rupee, US dollar, euro, British pound, UAE dirham, Australian dollar, Canadian dollar and Singapore dollar. You can still change the currency on a single document, for a client abroad for example.
Payment due: how many days a client has to pay, from 0 to 365. A new invoice's Due date is set to today plus this many days, and a new quotation's Valid until date is set the same way. 0 means due on the day of the invoice.
Invoice numbers: the prefix in front of every invoice number. With INV, invoices are numbered INV-0001, INV-0002 and so on. The hint under the label shows what the next number looks like. Use letters, numbers and dashes, up to 10 characters, for example ACME or INV-25.
Quotation numbers: the same for quotations, QUO by default.

#Payment details

Where clients should send the money. They are printed in a Payment details box on every invoice (not on quotations), so clients don't have to write back and ask. All of them are optional.

Bank name: the bank that holds your business account.
Account name: the name on the account, exactly as the bank has it. Transfers to a different name can bounce.
Account number: 6 to 34 letters and digits, with no spaces.
IFSC: the 11-character code of your branch, such as HDFC0001234, needed for NEFT, RTGS and IMPS transfers in India.
UPI ID: your business UPI address, such as acme@okhdfcbank. On invoices in Indian rupees it adds a scan-to-pay QR code for the amount due, so a client can pay from any UPI app in seconds. The QR code carries the invoice number as the payment note, which makes the payment easy to match.

#Defaults

Notes: a short message added to every new document, such as "Thank you for your business" or your bank details for transfers.
Terms: your standard conditions, such as "Payment due within 30 days" or your late fee. On invoices this fills Terms; on quotations it fills Payment terms.

Both can be changed on each document before you send it.

#The Invoices page

#Summary

The strip at the top adds up every invoice in the workspace:

Paid: the total of every invoice marked Paid, with how many there are.
Outstanding: the total of every invoice that is not paid or cancelled, which is what you are still waiting for. Drafts count here too, so mark an invoice Cancelled if it will never be sent.
Invoices: how many invoices exist, and how many were created in the last 30 days.
Open quotations: quotations still in Draft or Sent, which are waiting for an answer, with how many were accepted.

#Finding a document

Invoices and Quotations switch between the two lists.
The status menu shows only documents in one status, such as every Overdue invoice.
Search finds a document by its number or the client's name.
The refresh button reloads the list and the summary, for example after a teammate made changes.

Each row shows the number, status, client, date, due date and total. Click a row to open it. The ⋯ menu on a row lets you Open, Duplicate, Convert to invoice (quotations only), Mark as a status, or Delete.

#Creating a quotation or invoice

Press New invoice or New quotation. The editor walks you through five numbered steps, and each number turns into a tick once that step is filled in. The right side is a live preview of the finished document, updating as you type; the form and the preview scroll separately, so the document stays in view while you work. The button above the preview shows the current design (for example Standard · Blue) and opens the design screen. At the top, Preview opens the same screen, the download button saves a PDF, and Create invoice saves it.

1. Who is it for? The client. Start typing a name and Quantalog suggests clients you have billed or quoted before; pick one and their email, phone, address and GSTIN fill in.
2. What are you billing for? The items, with a running subtotal.
3. When is it due? (or How long does the price stand? on quotations) Tap a payment term such as On receipt, 15 days or 30 days and the due date sets itself, or pick dates yourself. Open Invoice number and PO number (or Quotation number and reference) under the dates to set those.
4. Tax and discounts. Tap a GST rate (0, 5, 12, 18 or 28%) on rupee documents, or type any rate, plus discount, shipping and any amount already paid.
5. Notes and terms. Optional text for the bottom of the document.

The From block on the document is your business details from Apps. Change them there; new documents pick up the change, and documents already saved keep their copy.

#Preview and design

Press Preview at the top, or Preview and design in the summary card, to open the full-screen preview. It shows the document exactly as your client will see it, on a laptop or a phone (switch with the buttons at the top). The Design panel on the right is where you pick a template from ten layouts, each shown as a small preview of your own document, and a colour; the document changes as you click. Close the preview and save to keep the design. PDF in the preview downloads the file. New documents start with the template and colour from your business details.

#Details

Invoice number or Quotation number: leave it blank and the next number in your series is given out when you save, which is what most businesses want. You can type your own instead, for example to carry on numbering from an old tool. Each number can only be used once per workspace; if it is taken, saving tells you so.
PO number (invoices): the purchase order number your client gave you. Many companies only pay invoices that quote it.
Reference (quotations): your own reference, such as a project name or the client's enquiry number.
Date: the date of the document. It starts as today.
Due date (invoices): the last day the client should pay. It starts as today plus your Payment due days.
Valid until (quotations): the last day the price stands. After it, you can mark the quotation Expired.

#Bill to and Quote for

Who the document is for. Name or company is required to save; Email, Phone, Address and GSTIN are optional but printed when filled in. A GST invoice to a registered business must show the buyer's GSTIN, so fill it in for those clients.

#Items

Description: what you are charging for, such as "Website design, 5 pages".
Qty: how many, such as hours, units or months.
Rate: the price of one, before tax.
Amount: worked out for you as quantity times rate.

Add item adds a line and the × removes one. A document has at least one line and up to 200. Lines left completely empty are not printed.

#Tax, discount and payment

Currency: the currency of this document. It starts as your default.
Tax: one tax rate, as a percentage of the subtotal. For GST, enter the full rate, for example 18 for 9% CGST plus 9% SGST.
Discount: either a percentage of the subtotal (%) or a fixed sum (Amount). Use the switch inside the field to choose.
Shipping: delivery or other charges added after tax.
Amount paid (invoices): any advance or part payment already received. The invoice then shows a Balance due.

The totals under the fields are worked out like this:

Subtotal = the sum of every line's amount
Tax = subtotal × tax rate
Discount = subtotal × discount %, or the fixed amount
Total = subtotal + tax − discount + shipping
Balance due = total − amount paid

Quantalog works the totals out again on the server when you save, so the saved document always adds up.

#Notes and terms

Notes and Terms (Payment terms on quotations) start with your defaults and can be changed for this document alone. They are printed at the bottom.

#What the finished document shows

Header: your logo, business name, address, GSTIN and contact details, with Invoice, Tax invoice or Quotation and the number on the right.
Client and dates: who it is for, the date, the due date or valid-until date, and the PO number or reference.
Items: numbered lines with quantity, rate and amount.
Amount due box: the figure your client cares about most, shown large. On invoices it reads Amount due, or Balance due after a part payment, with the due date under it. On quotations it reads Quote total with the valid-until date.
Totals: subtotal, discount, tax, shipping, total and any amount paid.
Amount in words: the total written out, such as "Rupees Twelve Thousand Five Hundred Only". Rupee amounts use lakh and crore.
Payment details (invoices): your bank details and, for rupee invoices with a UPI ID, a QR code for the amount due.
Notes, terms and signature: your notes and terms, and a For your business / Authorised signatory block to sign on a printed copy.
Stamp: invoices marked Paid or Cancelled carry a faint stamp saying so, so nobody pays a paid invoice twice.

#Saving and the PDF

Create invoice or Create quotation saves a new document and gives it its number. After that the button reads Save changes and is only active when something changed.
PDF downloads the preview as an A4 PDF, named after the document number, ready to email or share. The PDF is made in your browser from exactly what the preview shows.

#Statuses

A status tells you and your team where each document stands. You set it yourself, from the status button in the editor or Mark as in a row's menu, and it saves straight away.

#Invoice statuses

Draft: still being prepared and not sent yet. Every new invoice starts here.
Sent: you have sent it to the client and are waiting for payment.
Paid: the money arrived. It counts towards Paid in the summary.
Overdue: the due date has passed and it is still unpaid. Quantalog doesn't switch to this on its own yet, so mark it when you chase the payment.
Cancelled: it will not be paid, for example it was raised by mistake. It leaves Outstanding but keeps its number, because an invoice number should never be reused.

#Quotation statuses

Draft: still being prepared.
Sent: waiting for the client's answer.
Accepted: the client said yes. Converting a quotation marks it accepted for you.
Rejected: the client said no.
Expired: the Valid until date passed without an answer.

#Converting a quotation into an invoice

Open the ⋯ menu on a quotation and choose Convert to invoice. Quantalog creates a new invoice with:

the next number in your invoice series;
today as its date, and a due date 30 days later;
the quotation's client, items, currency, tax, discount, shipping and notes;
the quotation's payment terms as its terms.

The quotation is marked Accepted and the new invoice opens so you can check it before sending. A quotation converts once: the option disappears from its menu afterwards, so a double click never makes two invoices.

#Duplicating and deleting

Duplicate makes a copy for repeat work, such as the same monthly retainer. The copy gets the next number in the series, starts as Draft, has its amount paid cleared, and opens straight away.
Delete removes a document for everyone in the workspace, after you confirm. It can't be undone. For an invoice you already sent, mark it Cancelled instead, so your numbering has no gaps.

#GST invoices in India

Invoicing covers what most small GST-registered businesses need:

the heading Tax invoice once your GSTIN is filled in;
your GSTIN, and your client's when they are registered;
a unique, sequential number for every invoice;
the date, your client's name and address, and each item;
the tax rate and tax amount, the total, and the amount in words;
a signature block for the authorised signatory.

#Turning Invoicing off

In Apps, open Quantalog Invoicing and press Turn off. Invoices leaves the sidebar for everyone and the page can't be opened. Your quotations, invoices, numbering and business details are all kept, so turning it back on picks up exactly where you left off. Deleting the workspace deletes them for good.

#Common questions

#I can't see Invoices in the sidebar

Either the app is off for this workspace, it was hidden in Settings → Sidebar, or you are a viewer. Ask a workspace admin to turn it on or change your role.

#Saving says the number is already in use

Another document in this workspace already has that number. Clear the field to get the next free number, or type a different one.

#I changed my address but an old invoice still shows the old one

That is on purpose: a document keeps the business details it was created with. New documents use the new address.

#Can Quantalog email the invoice or collect payment?

Not by email yet: download the PDF and send it yourself. Invoices in rupees can already be paid by scanning the UPI QR code when you add a UPI ID. Sending by email and card payment links through the gateways you connected in Apps are planned.