AI Sales

Documentation Index

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The Knowlix Sales module allows you to manage your entire sales cycle, from sending initial quotations to issuing final invoices. The platform combines standard sales management tools with an integrated AI assistant to speed up data entry and document creation.

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Creating Quotations with AI

Instead of navigating complex menus, simply describe what you need in the AI chat panel. The assistant creates customers, products, and quotations automatically. The AI processes your request and generates a complete quotation. The left panel shows a detailed summary of what was created:

• Quotation Details: Number (S00009), customer, status, and date.
• Product Line: Product name, quantity, unit price, and total amount including taxes.
• Additional Actions: The system automatically creates new products in your catalog and links the quotation to existing CRM leads.

The right panel displays the generated quotation form with all fields populated — Customer, Invoice Address, Delivery Address, Expiration date, Pricelist, and Payment Terms. The Order Lines tab shows each product with its quantity, unit price, tax rate (15%), and calculated amount. At the bottom, the Untaxed Amount, Tax, and Total are displayed. You can click Send by Email, Confirm, Preview, or Cancel using the action buttons at the top.

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Managing Quotations

Navigate to Orders → Quotations to view all your sales quotes. The list displays each quotation’s Number, Creation Date, Customer, Salesperson, Activities, Total amount, and Status. Use the My Quotations filter to see only your own quotes. Each quotation is color-coded by status:

• Quotation (blue): Draft quotations ready for review or sending.
• Sales Order (green): Confirmed orders that have moved to the fulfillment stage.

Click any row to open the full quotation detail, or use the Upload button to import quotations from a file.

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From Order to Invoice

• Create Invoice: Generate an invoice from the order.
• Send by Email: Send the order document to the customer.
• Preview: See how the document looks in the customer portal.
• Cancel: Cancel the order if needed.

The Delivery badge with a count indicates that a delivery order has been generated for this sale.

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Invoice Detail View

After clicking Create Invoice, you land on the Draft Invoice view. Here you can review all billing details before posting:

• Customer & Address: Customer name and delivery address.
• Dates: Invoice Date, Due Date, and optional Payment Terms.
• Currency: The invoice currency (EUR by default).
• Invoice Lines: Each product with quantity, price, tax rate, and calculated amount.
• Totals: Untaxed Amount, Tax breakdown, and final Total.

Use Confirm to post the invoice or Cancel to discard it. The status indicator in the top-right corner shows the current state (Draft → Posted).

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Preview Invoices

Before sending, click the Preview button to see exactly what your client will see in the Customer Portal. The Customer Portal displays the Sales Order with complete details:

• Sale Information: Order Date and Invoicing & Shipping Address.
• Last Invoices: Shows linked invoices with their payment status (Paid/Not Paid).
• Last Delivery Orders: Lists associated deliveries with preparation status.
• Product Table: Image, product name, quantity, unit price, taxes, and amount for each line item.
• Totals: Untaxed Amount, Tax, and final Total.

Click Back to edit mode to return to the workspace and make adjustments if needed.

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Send Invoices by Mail

Once your invoice is ready, click Send by Email to dispatch it to the customer. The Print & Send dialog lets you choose between Download, by Email, or by Post. The email is pre-filled with a professional message referencing the invoice number, amount, and company name. The invoice PDF is automatically attached. Simply review the message and click Send.

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