Quotations

When a customer asks for a price, you do not need another program. You add the quotation's lines inside the deal, and Hadir Chat builds a PDF with your business name and tax details and sends it to the customer in the same conversation they asked in. A proforma invoice works the same way.

Note: quotations are part of Deals, so they are available if your plan includes deals.

Set up your letterhead (once)

An administrator, or a role allowed to manage sales, sets this up:

1. In the sidebar, select Sales, then Quotations.
2. Enter the Commercial registration number and the VAT number (1).
3. Enter the VAT rate (%) (2). Zero leaves VAT off the document entirely.
4. Set the Quotation validity (days), write your Terms, such as payment and delivery times, and a Footer line if you like.
5. Turn on Leave room for a signature and stamp if your customers expect it.
6. Select Save (3).

Your workspace name appears at the top of the quotation, with the details you entered below it.

Note: a quotation is not a tax invoice and carries no Fatoora QR. Tax invoices come from your billing system.

Add quotation lines to the deal

1. Open the deal from the Deals board, or create it from the conversation.
2. Under Quotation lines, select Add a line.
3. Enter the Item, the Qty and the Unit price. For example: "Royal oud perfume", quantity 2, unit price 150, which makes EGP 300.
4. Repeat for each line, then select Save.

Prices here exclude VAT; the rate from your settings is added on top. The deal's value is calculated from these lines, so the board shows what the customer was sent.

Send the quotation

1. Open the saved deal.
2. Select Send a quotation at the bottom of the dialog.
3. You see "The quotation was sent to the customer in the conversation." The file reaches the customer in the most recent conversation linked to the deal.

The quotation gets its number on the first send. If you change the lines afterwards, select Send the quotation again: the customer receives the same quotation, revised, under the same number.

When the customer agrees, select Send proforma invoice to send a proforma invoice with the same lines. It is not a tax invoice either.

If the quotation is not sent

• "Link the deal to a conversation first, so the quotation reaches the customer.": the deal was created on the board and has no conversation. Open the customer's conversation, then Deals in the panel, and select the link button next to the deal.
• On WhatsApp, once 24 hours have passed since the customer's last message, only an approved template is delivered. Wait for the customer to write, or first send them a template that invites a reply.