Creating and sending a quote and proforma invoices



Not every sale starts with a final invoice. In many business cases, especially for services or large orders, it’s more practical to start with either a Quote (to offer a price) or a Proforma Invoice (to request prepayment or confirm details). Both documents serve as part of the pre-invoice process, helping clarify pricing and terms before issuing a final invoice. In Wafeq, they can be easily created and sent from the same section.

What's the difference between a Quote and a Proforma Invoice?

• A Quote is a price proposal you send to a customer. It outlines the items or services offered, along with quantities and pricing, but it’s not a formal request for payment. Quotes are typically used when you want the customer to review and approve the offer before proceeding.
• A Proforma Invoice is a draft invoice that looks almost identical to a real one but does not affect accounting or inventory. It’s commonly used when you want to request prepayment or confirm the final sale details before sending the official invoice.

Issue a price quote to your customers to inform them of the price of a product or service you sell.

Watch the video to learn the steps, or continue reading below.

How to create quotes in Wafeq?

Go to the Sales section in the main menu, then click on Quotes & Proformas.

This page gives you an overview of all existing quotes and proforma invoices.

To create a new quote or proforma, click the Create button.



Now that you’ve opened the quote form, here’s what each field means and how to use it properly:

• Quote number: Wafeq automatically generates this in sequence, but you can change it if you need to match a specific format.
• Customer: Select the customer you want to send the quote to. You can either pick an existing contact from the list or add a new one directly from the form.
• Currency: Choose the currency in which you want to issue the quote. The system will default to your company’s base currency, but you can change it if needed.
• Date: The date the quote is issued.
• Purchase Order: Optionally, link a PO number from your customer if it’s part of a formal request or procurement process.
• Project: Enter the relevant project. This helps with classification, filtering, and generating accurate reports.

• Reference: Add any internal reference code to help identify this quote later.
• Your company name, logo, and contact details appear automatically on the quote based on your settings, but you can click and update any of these fields directly if needed.



This section is where you define exactly what you're quoting for

Whether it’s a product, a service, or a combination of both, each line item in the quote allows you to specify what the customer is being offered.

You can enter detailed descriptions, quantities, pricing, discounts, and tax settings, just like you would in a full invoice. This helps your client clearly understand what they’re getting before committing.

You can either:

• Select a saved item from your product list. Wafeq will automatically fill in the relevant details like price, account, and tax based on the item setup.
• Or write a custom description for one-time services or unique offers, then manually fill in the remaining details.

You can mix both types in the same quote—perfect when offering a combination of standard items and custom work.

Here’s what each field means and how to use it properly:

• Quantity: Enter how much of the item or service you're quoting for, whether it's units of a product or hours of a service.
• Unit Price: The price per unit or per hour.
• Discount: A percentage discount applied to this line only.
• Discount on total: A fixed amount that reduces the entire quote value. This is applied after all line items are added and before tax.
• Tax Rate: Choose the applicable VAT or tax rate.



How to add or remove a line in your quote?

If you’re dealing with multiple products or services, you will need to add and manage line items in your quote.

• To add a new line, click + Add line.
• To remove a line, click the three dots (⋮) on the left of the line, then choose Remove.
• To remove all other lines except this one, choose Remove all other lines.



Set VAT treatment: Do your prices include or exclude tax?

You need to choose how VAT should be handled. Are your prices already tax-inclusive, or should tax be added on top?

You can control this from the dropdown at the top of the item lines section, just click on Prices are inc. tax or Prices are exc. tax to toggle between them.







Notes and Logo

This section lets you customize final details that appear on your quote.

1. Notes:

Write any additional message or instructions to show at the bottom of the quote.

This could include return policies, warranty info, payment instructions, or friendly reminders.

2. Signature:

This is the Signature that appears on the quote.

Once you've filled in the quote, here are the top options available to finalize or customize the quote:

• Save and Send: Use this to send the quote to your customer by email/WhatsApp. The quote will be marked as "Sent".
• Save as Draft: Use this if you're not ready to send the quote yet. You can come back and edit it later.
• Print / Download: Click this to preview the quote as a PDF or print a hard copy.
• عربي: Click to view the quote in Arabic. Useful if you or your customer prefers it.
• Attachments: Upload supporting files like receipts, images, or contracts. These will be included with the quote when sent.



How to issue a Proforma Invoice instead of a Quote?

To issue a proforma invoice in Wafeq, you’ll follow the exact same steps used to create a quote.

The only difference is in the Template selection step, click on the Template option at the top of the quote form, and select Proforma Invoice from the dropdown.

After that, you can continue as usual.



Quote & Proforma list overview

The quote list gives you a full overview of all your created quotes and proforma invoices. From this screen, you can easily search, sort, and take action on any document. Here’s what you can do:

• Search bar: Type any keyword (quote number, customer name, etc.) to find specific quotes or proformas instantly.
• Sort: Click to arrange the list by date, customer, amount, and more—useful when following up with leads.
• Filter: Apply filters to narrow down documents by status (e.g., Draft, Sent), date range, customer, or assigned project.
• Import: Upload multiple quotes in bulk using a pre-formatted file, ideal when migrating or preparing batch offers.
• Export: Download the list for offline analysis or reporting needs.



Available actions on a quote or proforma

You can perform all these actions directly from Table view in the Quotes and Proformas list

• Open the document From the list, make sure you're in Table view Then click on the quote or proforma you want to update.



Here’s what each action does:

• Delete: Remove the quote or the proforma permanently.
• Print / Download: Generate a PDF version of the quote that you could print or download for offline sharing.
• Update the status: Update the document status by clicking on Mark as sent or Mark as draft.



• Convert: Use this to turn the quote into another document type. You’ll find two options:

- To invoice: Creates a sales invoice based on the same details in the quote. - To delivery note: Generates a delivery note that reflects the same items and quantities.



To perform bulk actions on quotes or proformas, just select multiple rows using the checkboxes on the left.

Once selected, you’ll see options at the top to mark as sent, revert to draft, or delete, all in one go.



Also Read: Steps to convert a quote to an invoice in Wafeq.