Creating a quote

A quote is the starting point of your sales cycle. SynkriaOps automatically generates the sequential number (DEV-2026-000001) and produces a PDF ready to send to your customer.

Accessing the form

In the main menu, click Sales → Quotes → New quote button at the top right.

Creating a quote step by step

1. Select the customer

   In the Customer field, type the name or tax ID to search among your existing contacts. Select the customer — SynkriaOps automatically loads the associated 411xxx sub-account.

   If the customer doesn’t exist yet, click + Create new customer to add them on the fly without leaving the form.

   Tip

   The customer sub-account (e.g. 411001) is essential: it is the account that will be debited when converting to an invoice. Make sure it is correctly set.

2. Fill in general information

   Field	Description
   Quote date	Issue date (pre-filled with today’s date)
   Expiry date	Quote validity period (e.g. 30 days)
   Internal reference	Your project reference (optional)
   Payment terms	E.g.: 30 days net, on order, 50% deposit
   Notes / Terms	General conditions, special remarks

3. Add product or service lines

   For each line, fill in:

   • Description: choose from the product catalogue or enter freely
   • Quantity: number of units, hours, days, etc.
   • Unit price excl. VAT: amount before tax in XAF
   • VAT rate: select the applicable rate (19.25% Cameroon by default, configurable per OHADA country)

   The total incl. VAT is calculated automatically for each line.

   Example:

   Description	Qty	Unit price	VAT	Total incl. VAT
   Q1 accounting audit	1	850,000 XAF	19.25%	1,013,625 XAF
   Team training (2d)	2	175,000 XAF	19.25%	418,188 XAF
   Total		1,200,000 XAF excl.		1,431,813 XAF incl.

   Add as many lines as needed with the + Add a line button.

4. Check the totals

   The summary at the bottom of the form displays:

   • Subtotal excl. VAT
   • VAT amount (detailed per rate if multiple rates apply)
   • Total incl. VAT in XAF

5. Preview the PDF

   Click Preview to see the PDF rendering before sending. Check:

   • Your company logo and details
   • Customer information and tax ID
   • Assigned quote number (DEV-2026-000001)
   • Line items and totals
   • Payment terms and expiry date

6. Save or send

   Save as draft

   Click Save — the quote moves to DRAFT status. You can edit it at any time before sending.

   Send directly

   Click Send by email — enter the recipient’s address (pre-filled from the customer record), customize the subject and message, then confirm. The status changes to SENT.

Quote statuses

Status	Description	Available actions
DRAFT	Quote being written, not yet sent	Edit, Delete, Send
SENT	Sent to customer by email	Mark accepted, Mark refused, Follow up
ACCEPTED	Customer confirmed agreement	Convert to invoice, Duplicate
REFUSED	Customer declined	Duplicate, Archive
EXPIRED	Expiry date passed without response	Duplicate and update
CONVERTED	Invoice created from this quote	View associated invoice

Caution

An EXPIRED or REFUSED quote cannot be directly converted to an invoice. Duplicate it, update the expiry date, and resend it to the customer.

Common errors

Error	Cause	Solution
”Customer required”	No contact selected	Select or create the customer
”Invalid unit price”	Negative or non-numeric amount	Enter a positive amount in XAF
”VAT rate not configured”	VAT missing for this country	Configure the rate in Settings → VAT
”Expiry date in the past”	Date earlier than today	Choose a future date

Further reading

• Converting a quote to an invoice — turn an accepted quote into an accounting invoice
• Creating a customer — add a contact with a 411xxx sub-account
• Creating a product or service — populate the catalogue for faster entry
• Understanding sales statuses — complete lifecycle of quotes and invoices