Create Tender Invoice¶
Use this page to create a tender invoice for a client. A tender invoice is a quotation or formal bid document used to propose itemized goods or services and pricing before a client commits to purchase. Tender invoices help track proposals and negotiate terms with clients.
When to use Create Tender Invoice¶
- Processing orders for tender order products
- Creating invoices for custom or special requests received from clients
- Issuing payment requests for tender-based products or services
How to access this page¶
From the sidebar, go to Trade Management → Tender Invoices. On the Tender Invoices List page, click the purple (+) icon in the top-right corner.
The system opens the Create Tender Invoice Page.
General Information¶
Fill in the following fields on the General tab:
| Step | Field | What to Do | Description |
|---|---|---|---|
| 1 | Tender Number | Auto-generated or enter | Unique identifier for this tender |
| 2 | Tender Date | Select date | Date the tender is issued |
| 3 | Client | Select client | The customer receiving the tender proposal |
| 4 | Status | Select status | Current state (Draft, sent, cancelled) |
| 5 | Valid Until | Select date | Expiration date for the tender offer |
Required Fields
Fields marked with a red star (*) are mandatory.
Payment Details¶
Configure the financial details of the tender proposal:
| Step | Field | What to Do | Description |
|---|---|---|---|
| 1 | Subtotal | Auto-calculated | Sum of all item totals (Quantity × Rate) |
| 2 | Tax | Enter amount | Tax if applicable |
| 3 | VAT | Enter amount | Value-added tax if applicable |
| 4 | Shipping | Enter amount | Shipping or delivery charges if applicable |
| 5 | Discount | Enter amount | Discount offered on the tender proposal |
| 6 | Total | Auto-calculated | Final proposed amount (Subtotal + Tax + VAT + Shipping - Discount) |
Note
The total is calculated automatically based on items and payment adjustments.
Add Items¶
Add products or services to the tender proposal:
| Step | Field | What to Do | Description |
|---|---|---|---|
| 1 | Product | Select from dropdown | The product or service being quoted |
| 2 | Rate | Enter or select | Proposed unit price |
| 3 | Qty | Enter quantity | Number of units being quoted |
| 4 | Total | Auto-calculated | Qty × Rate for this line item |
- Click Add another Item to add multiple products to the tender
- Click the trash icon to remove an item
- Use the edit icon to modify an item's details
Tip
Keep rates competitive but profitable. Each item's total calculates automatically.
Terms and Conditions¶
Add optional notes or special terms:
| Step | Field | What to Do | Description |
|---|---|---|---|
| 1 | Terms | Enter text | Payment terms, delivery conditions, or special notes |
| 2 | Note | Enter text | Internal comments about the tender |
Saving the Tender Invoice¶
After completing all sections:
- Click Save to create the tender as Draft/sent/cancelled based on the status you selected
- Click Save and continue editing to save and stay on the page
- Click Save and add another to save and create another tender immediately
The tender invoice is now ready to be sent to the client or processed for payment.
Tips
- Client is required — You must select a client before saving
- Valid Until date matters — Set an expiration date so the tender doesn't stay open indefinitely
- Status tracks the tender lifecycle — Use Status to mark tenders as Draft, Sent, Cancelled
- Keep detailed Terms — Include payment terms, delivery date, and any conditions in the Terms field
Related Pages¶
- Tender Detail — View tender details and client responses
- Edit Tender Invoice — Update terms and items before sending
- Convert to Invoice — Convert an accepted tender into a standard invoice
- Invoice Reports — Track accepted tenders and revenue forecasts