Knowlix Sales manages the complete revenue lifecycle from initial prospect engagement through final payment collection. Create professional quotations, negotiate terms, confirm orders, coordinate deliveries, and generate invoices without switching between disconnected systems. The sales flow follows a structured progression: quotation created and sent to customer, customer reviews and confirms, quotation converts to sales order, delivery fulfilled, invoice generated, and payment collected. Each stage updates related records automatically, maintaining data consistency across inventory, accounting, and customer management. Flexible invoicing accommodates diverse business models. Invoice immediately upon order confirmation for straightforward transactions. Invoice upon delivery for physical goods shipped in stages. Invoice against project milestones for long-term engagements. Invoice based on tracked time and expenses for professional services. Key capabilities:Documentation Index
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- Quotation creation with templates and custom PDFs
- Online signature and payment order confirmation
- Product variant management with visual configurators
- Multiple pricing strategies with rule-based pricelists
- Discount and loyalty program management
- Commission tracking for sales teams
- Marketplace channel order synchronization
- Gift card and digital wallet programs
- Multi-currency support with automatic rate updates
- Time and expense invoicing for service projects
Important: Sales data connects to accounting records for revenue recognition. Changes to confirmed orders affect inventory reservations, delivery schedules, and accounting entries. Modify confirmed orders carefully and communicate changes to affected teams.💡 Pro Tip: Ask Your Knowlix: “Create a new quotation for Acme Corp” or “Show me all open quotations expiring this week”
Sales Flow
Understanding the complete sales process helps configure the system and manage exceptions efficiently.Standard Order Flow
Step 1: Quotation Create a document proposing products and services at defined prices to a prospective customer. Quotations can include optional products, promotional pricing, payment terms, and delivery conditions. Send quotations by email directly from the system. Customers receive a link to view their quotation in a customer portal. Step 2: Confirmation Customers confirm quotations by accepting online (via signature or payment) or by verbal/written approval communicated to the salesperson. Confirmed quotations automatically convert to sales orders, locking prices and triggering downstream processes. Step 3: Delivery (if applicable) For physical products, inventory fulfillment begins upon order confirmation. Delivery orders create warehouse pick lists, track shipped quantities, and notify customers. Step 4: Invoice Generate invoices from confirmed sales orders. Invoicing timing depends on configured policy:- Invoice immediately upon order confirmation
- Invoice after delivery confirmation
- Invoice upon reaching defined project milestones
Creating Quotations
Build professional proposals with product listings, pricing, and custom terms.New Quotation
Navigate to Sales app and click New to open a blank quotation form. Required fields:- Customer: Select from existing contacts or create new customer record
- Invoice Address: Billing address for generated invoices
- Delivery Address: Shipping destination for physical goods
- Quotation Template: Apply pre-configured product and pricing templates
- Expiration Date: Set deadline for customer acceptance
- Pricelist: Override default pricing rules for this transaction
- Payment Terms: Specify payment schedule and conditions
- Recurring Plan: For subscription products, select billing frequency
Order Lines
Add products to quotation in the Order Lines tab. Adding products: Click Add a Product and search by name, barcode, or reference code. Adjust quantity as needed. Alternatively, click Catalog to browse the full product catalog visually with images and category filtering. Organizing order lines: Add section headings to group related products. Click Add a Section, enter heading name, then drag products underneath. Add notes beneath specific products for customer-facing instructions or specifications. Notes display in italics on the quotation. Line item pricing: Each product line shows:- Product name and description
- Quantity and unit of measure
- Unit price
- Discount percentage (if discount feature enabled)
- Subtotal
Optional Products
The Optional Products tab offers additional cross-selling products customers can add to their order. Present complementary items relevant to their purchase: accessories, warranties, upgrades, or related services. Customers can add optional products directly through the customer portal without contacting the sales team. When a customer adds an optional product, the salesperson receives notification and the order line updates automatically. Example: Sell a laptop with optional products including carrying case, extended warranty, and setup service.Other Information
The Other Info tab contains supplementary configuration: Sales section:- Salesperson assignment
- Sales team designation
- Customer reference number
- Custom tags for organization
- Shipping policy (ship immediately or when all items ready)
- Requested delivery date
- Incoterms for international shipments
- Fiscal position for tax adjustments
- Analytic account for project cost tracking
- Source document reference
- CRM opportunity link
- Marketing campaign attribution
- Traffic source and medium
Quotation Actions
Once configured, available actions appear as buttons at top of form: Send by Email: Compose and send quotation to customer by email. PDF attachment added automatically. Confirm: Immediately confirm quotation as sales order without customer approval. Preview: View customer-facing quotation as it appears in their portal. Cancel: Void quotation and mark as cancelled. 💡 Your Knowlix: “Create a quotation for Green Tech Solutions with 5 laptop licenses” or “Send quotation #QUO/2025/001 by email to the customer”Quotation Templates
Create reusable templates for common products and services to speed proposal creation.Template Configuration
Navigate to Sales → Configuration → Quotation Templates and click New. Template fields:- Template name: Descriptive name for internal identification
- Quotation validity: Days template remains valid after issuance (0 = no expiration)
- Confirmation email: Email template sent to customer upon order confirmation
- Online Signature: Require customer signature to confirm
- Online Payment: Require advance payment to confirm
Using Templates
When creating a quotation, select a template from the Quotation Template field. All configured products, sections, and terms populate immediately. Individual line items can then be adjusted, removed, or augmented for specific transactions. [Screenshot: Quotation template configuration] 💡 Your Knowlix: “Create a quotation using the Enterprise Software Template for Acme Corp” or “Show me all quotation templates available”PDF Quote Builder
Create visually branded proposal documents combining company materials, product descriptions, and custom pricing.Configuration
Enable PDF Quote Builder in Sales → Configuration → Settings under the Quotations & Orders section.Header and Footer PDFs
Design PDF files for consistent proposal branding:- Company introduction pages
- Terms and conditions
- Company profile and credentials
- Cover pages
- Customer name
- Sales order reference
- Salesperson name
- Total amounts
- Delivery date
- Expiration date
Product PDFs
Attach product-specific PDFs showing specifications, images, and detailed descriptions. Navigate to a product and click the Documents smart button to upload product PDFs. Configure visibility:- Show on all quotations
- Show only on confirmed orders
- Include inside the quotation PDF
Building Quote PDFs
On a sales order, use the Quote Builder tab to select headers, footers, and product documents to include. The system assembles the final PDF combining all selected components with order data. Print the final PDF by clicking the settings gear and selecting Print → PDF Quote.Online Confirmations
Enable customers to confirm orders digitally through the customer portal.Online Signature
Require an electronic signature before order confirmation processes. Enable in Sales → Configuration → Settings or on individual quotation templates. When enabled, customers see a Sign & Pay button in their portal. Signing options:- Auto-generated signature from name
- Drawn signature using cursor
- Uploaded signature image file
Online Payment
Require advance payment (full or partial) to activate order confirmation. Configure payment percentage in settings. Customers must pay specified amount before their order confirms. Configured payment providers appear as options during customer checkout, supporting major payment methods. [Screenshot: Customer signature confirmation portal] 💡 Your Knowlix: “Enable online signature requirement for all new quotations” or “Show me quotations awaiting customer signature”Pricing Management
Control product pricing across customers, channels, timeframes, and quantity tiers.Pricelists
Create rule-based pricing strategies applying automatically based on configured conditions. Navigate to Sales → Products → Pricelists and click New. Pricelist configuration:- Name: Descriptive identifier
- Currency: Pricing currency
- Country groups: Geographic restrictions for automatic application
- Company: Multi-company restriction
- Applicable products or categories
- Pricing method (fixed price, discount percentage, or formula)
- Minimum quantity requirement
- Validity period
- Fixed price: Set absolute price regardless of standard pricing
- Discount: Apply percentage reduction from list price
- Formula: Calculate dynamically using mathematical expressions on cost or standard price
Customer Pricelist Assignment
Assign default pricelist to customer contact records. When that customer appears on a quotation, their pricelist applies automatically without manual selection. Navigate to customer contact form, open Sales & Purchase tab, and select pricelist in the Pricelist field. [Screenshot: Pricelist configuration with rules]Discounts
Enable line-item discounts on quotations via Sales → Configuration → Settings. With discounts enabled, a Disc.% column appears on quotation order lines. Enter positive values for discounts, negative values for mark-ups. Order-level discount button: Click Discount button to apply discount to entire order:- Percentage on all lines: distributes discount proportionally
- Global discount: adds single negative line item
- Fixed amount: reduces total by specified monetary value
Margins
Enable margin visibility to track profitability on each sale. When margins enabled, quotations display profit margin in currency and percentage for each line item and total order. Margins calculate from product cost versus selling price. Update product cost in the product form Cost field. Margin recalculates automatically when prices or costs change. 💡 Your Knowlix: “Create a pricelist for wholesale customers with 15% discount on all products” or “Show me the margin on quotation #QUO/2025/045”Product Management
Configure and manage products sold through the sales system.Product Variants
Create variations of single products with different characteristics. Navigate to Sales → Configuration → Settings and enable Variants. Attributes and values: First create attributes defining variant dimensions:- Size (Small, Medium, Large, XL)
- Color (Red, Blue, Green, Black)
- Material (Cotton, Polyester, Blend)
- Instantly: Create all possible combinations when attributes assigned
- Dynamically: Create variants only when ordered
- Never: Manage as options without creating inventory variants
Importing Products
Bulk-import products from spreadsheet files for initial catalog setup or mass updates. Navigate to Sales → Products → Products, click the gear icon, and select Import Records. Download the import template and fill with product data:- Product name
- Internal reference
- Sales price
- Product type
- Category
- Product Attributes / Attribute
- Product Attributes / Values
Product Images
Configure product images for professional presentation in quotations, portals, and POS. Integrate image search to automatically find and assign product images based on product barcodes. Configure via Settings → Integrations → Google Images with API credentials.Invoicing
Generate customer invoices from confirmed sales orders using configured invoicing policies.Invoicing Policies
Ordered quantities (default): Invoice immediately when sales order confirmed. Best for service businesses, prepaid products, or when delivery fulfillment is guaranteed. Customers invoiced for full order amount regardless of delivery status. Delivered quantities: Invoice only for quantities physically delivered to customer. Supports partial deliveries with matching partial invoices. Best for businesses shipping large quantities in stages or when actual delivery must be confirmed before billing. Configure policy per product in General Information tab of product form.Creating Invoices
From a confirmed sales order, click Create Invoice and select invoice type:- Regular invoice: Bill for full order (or remaining unbilled amount)
- Down payment (percentage): Request percentage of total as advance
- Down payment (fixed amount): Request specific dollar amount as advance
Down Payments
Collect advance deposits before fulfilling orders. Create down payment: On the Create Invoice pop-up, select down payment type and specify amount. System creates invoice for that amount only. Customer pays down payment invoice. Remaining balance tracked on original sales order. Final invoice: When order fulfillment complete, click Create Invoice again. System shows already-invoiced amount and calculates remaining balance for final invoice. Down payment deducts automatically from final invoice total. Example: $10,000 project with 30% down payment.- Create 30% down payment invoice for $3,000
- Customer pays $3,000
- Project delivered
- Create final invoice showing $7,000 remaining
- Customer pays $7,000 balance
Pro-Forma Invoices
Send preliminary invoices before order confirmation for customs purposes or customer budgeting. Enable via Sales → Configuration → Settings → Pro-Forma Invoice. Click Send Pro-Forma Invoice on quotation or confirmed sales order. System generates non-binding invoice document showing order details without creating accounting entries. Customers use pro-forma invoices for import documentation, budget approvals, or internal procurement processes.Invoicing by Milestones
Bill clients at defined project completion points rather than single invoice at start or end. Setup: Create service products with Invoicing Policy: Based on Milestones. Set Create on Order to automatically generate project tasks. Workflow:- Confirm sales order with milestone products
- Define project milestones from the Milestones smart button
- Assign milestones to sales order items
- As work progresses, mark milestones as reached
- Create invoice for reached milestones only
- Repeat for each milestone through project completion
Time and Materials Invoicing
Invoice for actual hours worked and expenses incurred rather than fixed project price. Requirements:- Service products configured with Invoicing Policy: Based on Timesheets
- Timesheet tracking configured in project settings
- Confirm sales order with service product
- System creates project and task automatically
- Team members log hours in timesheet entries on task
- Return to sales order to invoice accumulated hours
- Create invoice showing billed hours at configured rates
Returns and Refunds
Process customer returns and issue refunds for delivered and invoiced orders.Returns Before Invoicing
For returns received before an invoice is generated:- Open the original sales order
- Click the Delivery smart button to view delivery order
- Click Return on the validated delivery
- Select products and quantities being returned
- Confirm to create incoming return delivery order
- Warehouse validates return receipt
Returns After Invoicing
For returns after the customer has already been invoiced:- Open sales order and navigate to delivery
- Process return delivery for returned items
- Navigate to the validated invoice
- Click Credit Note button on invoice
- Enter reason, credit journal, and reversal date
- Confirm credit note
Commissions
Incentivize sales team performance with configurable commission programs.Commission Plan Types
Target-based plans: Award commissions when salespeople reach percentage of defined sales targets. Set quarterly or annual revenue targets per salesperson. Define tiered commission rates:- Reach 50% of target: earn 25% of on-target commission
- Reach 100%: earn full commission
- Exceed 100% to 150%: earn 125% of commission (overachievement bonus)
Commission Metrics
Configure what activities drive commission calculation:- Amount sold: Value of confirmed sales orders
- Amount invoiced: Value of paid or confirmed invoices
- Quantity sold: Units sold via orders
- Quantity invoiced: Units billed on invoices
- Margin: Profit generated (revenue minus cost)
- Monthly recurring revenue: New subscription ARR added
Plan Management
Navigate to Sales → Commissions → Commission Plans and click New. Set effective period defining when plan is active. Add target periods (monthly, quarterly, or yearly) with target amounts for each period. Assign salespeople to the plan in the Salespeople tab. Click Approve to activate plan. Approved plans track performance automatically and calculate commission based on qualifying activity. [Screenshot: Commission plan with tiered structure] 💡 Your Knowlix: “Show me commission earned by each salesperson this quarter” or “Create a 5% achievement commission plan for the enterprise team”Loyalty and Discount Programs
Drive repeat purchases and reward customer loyalty with configurable programs.Program Types
Coupons: Generate unique single-use codes customers enter at checkout for instant rewards. Distribute via email campaigns or promotional materials. Loyalty Cards: Accumulate points on purchases, redeem for rewards on future orders. Points display in customer portal showing progress toward rewards. Configure points per dollar spent, minimum balances for rewards, and available reward types. Promotions: Automatic discounts applying when order conditions met. No code required. Define conditions:- Minimum purchase amount
- Specific products in order
- Product category
- Customer tag or segment
Program Configuration
Navigate to Sales → Products → Discount & Loyalty and click New. Conditional rules: Define when program activates:- Minimum quantity ordered
- Minimum purchase amount
- Specific products required
- Applicable date range
- Free products (specify product and quantity)
- Percentage discount (on order or specific product categories)
- Free shipping
- Store credit (points-based)
Gift Cards and eWallets
Offer prepaid value products and digital credit accounts for customers.Gift Cards
Create physical or digital gift cards customers purchase as presents or use for their own future purchases. Setup:- Create a gift card product (Service type, prepaid invoicing)
- Set product price as card face value
- Create gift card program linking to product
- Configure email template for delivery
eWallets
Digital credit accounts customers top up and use for future purchases. Setup:- Create top-up products at various denominations (50, $100)
- Create eWallet program linking to top-up products
- Customer purchases top-up and credits add to their account
Foreign Currencies
Support international transactions with multi-currency pricing and automatic conversion.Currency Setup
Configure currencies via Accounting → Configuration → Settings → Currencies. Set company’s primary currency as base. Activate additional currencies for use in pricelists and transactions. Automatic rate updates: Enable automatic currency rate synchronization to pull current exchange rates from configured financial data provider. Set update frequency (daily, weekly) to maintain accurate conversions.Currency-Specific Pricelists
Create dedicated pricelists per active currency to avoid rate conversion on each transaction. Example: US dollar pricelist for domestic customers, Euro pricelist for European customers, Pound Sterling pricelist for UK customers. Assign appropriate pricelist to customer contacts by geography. Auto-conversion: When pricelist currency differs from company currency, sales prices auto-convert at current exchange rates. Pre-set pricelist prices avoid mid-transaction rate changes for predictable customer pricing. 💡 Your Knowlix: “Show me all active currencies in the system” or “Create a Euro pricelist for European customers”Marketplace Integration
Synchronize orders from external sales channels for centralized fulfillment management.Order Synchronization
Connect external marketplace accounts to pull orders into the sales system automatically at regular intervals. Synchronized orders create:- Customer record (if new)
- Sales order with product line items
- Delivery order for fulfillment
Fulfillment Management
Seller-fulfilled orders: After receiving marketplace orders, process delivery through inventory management. Track shipment and confirm delivery. Confirmation updates marketplace with shipping status and tracking information. Marketplace-fulfilled orders: For items fulfilled by the marketplace, system records inventory deductions and tracks order status without requiring seller action on shipping.Reporting
Assign sales teams per marketplace account for channel-specific performance reporting. Filter sales dashboards by team to analyze marketplace contribution separately from direct sales. Track revenue, order volume, and product performance by channel. [Screenshot: Marketplace order synchronization settings]Quotation Deadlines
Set expiration dates on proposals to create urgency and protect against fulfilling orders at outdated prices. Enable expiration dates in quotation settings or set individually on each quotation. Template expiration: Define validity days on quotation templates. Expiration date calculates automatically from issue date when template applied. Customer portal display: Expiration date displays prominently in customer portal showing exactly when offer expires. Motivates timely responses during negotiations. After expiration, quotation requires renewal with updated pricing before customer can confirm. 💡 Your Knowlix: “Show me all quotations expiring in the next 7 days” or “Extend the expiration date on quotation QUO/2025/0234 by 2 weeks”Multiple Delivery Addresses
Support customers with separate billing and shipping addresses. Enable Customer Addresses in Accounting settings to allow multiple address types per contact. Address types per contact:- Invoice address: Primary billing address for invoices
- Delivery address: Shipping destination
- Follow-up address: Contact for payment reminders
Mass Operations
Efficiently manage large numbers of quotations and orders.Bulk Cancel
Cancel multiple quotations simultaneously from the Quotations list view. Select quotations using checkboxes, click Actions, and select Cancel Quotations. System cancels all selected quotations in one operation. Works on quotations in any stage including confirmed sales orders. Subscription-linked orders with existing invoices cannot be bulk cancelled.List and Kanban Views
Switch between views depending on workflow preference:- List view: High-density view showing many orders with sortable columns
- Kanban: Pipeline view grouping by status with drag-and-drop
- Calendar: Timeline showing quotation expiration and delivery dates
- Pivot/Graph: Analytics views for performance measurement
Best Practices
Use Templates for Recurring Proposals
Create quotation templates for common products and services. Templates eliminate repetitive data entry, ensure consistent pricing, and maintain professional presentation across all salespeople.Set Realistic Expiration Dates
Short deadlines (7-14 days) create urgency. Long deadlines (30+ days) give customers time to evaluate complex proposals. Match expiration period to deal complexity and typical customer decision timelines.Enable Online Confirmation
Online signature and payment confirmation reduces sales cycles by enabling customers to confirm immediately from any device. Eliminate back-and-forth email confirmation and signed-PDF attachments.Lock Confirmed Sales Orders
Enable Lock Confirmed Sales in settings to prevent accidental modification of confirmed orders. Locked orders require explicit unlock action before editing, protecting order integrity.Track Margins Consistently
Enable margin display on all quotations. Visibility of margins helps salespeople make informed discount decisions and flag low-margin opportunities for management review.Assign Sales Teams Strategically
Organize salespeople into focused teams by product line, geography, or customer segment. Team assignments enable meaningful performance comparisons and commission calculations.Review Commission Plans Quarterly
Commission structures should reflect current business priorities. Review target amounts, qualifying metrics, and payout rates with sales leadership each quarter to maintain competitive incentive alignment.Follow Up on Expiring Quotations
Monitor quotations approaching expiration dates weekly. Proactive follow-up before expiration maintains deal momentum and prevents lost opportunities to competitor inaction.Reconcile Marketplace Orders Daily
Review synchronization status for all connected marketplace channels daily. Address matching errors and unrecognized SKUs promptly to prevent fulfillment delays for customers.Troubleshooting Common Issues
Quotation Won’t Confirm
Cause: Required fields missing or validation errors on order lines. Resolution: Check that Customer, Invoice Address, and Delivery Address fields complete. Verify products have valid prices and no missing required specifications.Invoice Cannot Be Created
Cause: Invoicing policy requires delivery confirmation before billing. Resolution: If using “invoice what is delivered” policy, validate delivery order first. Check delivered quantity shows on order line before attempting invoice creation.Down Payment Not Deducting from Final Invoice
Cause: System expects another invoice to be generated after down payment. Resolution: Create final invoice using Create Invoice → Regular Invoice after order fulfilled. System automatically calculates remaining amount after deducting down payment.Pricelist Not Applying
Cause: Pricelist conditions not met, customer not assigned correct pricelist, or pricelist validity expired. Resolution: Verify customer has correct pricelist assigned. Check pricelist rule conditions (minimum quantity, valid dates). Click Update Prices on quotation to refresh price calculations.Commission Not Calculating
Cause: Commission plan not approved, salesperson not assigned, or qualifying metric not met. Resolution: Verify plan status shows Approved. Check salesperson listed in plan’s Salespeople tab. Confirm qualifying sales orders or invoices meet plan criteria.Loyalty Points Not Accumulating
Cause: Customer not assigned to order, program conditions not met, or program expired. Resolution: Verify customer selected on order before confirmation. Review program minimum purchase requirements. Check program start and end dates.Marketplace Orders Not Syncing
Cause: API credentials expired, marketplace account permission changed, or connectivity issue. Resolution: Test API credentials in marketplace settings. Re-authorize connection if permissions changed. Check system logs for specific error messages.Related Documentation
- CRM - Pipeline management and opportunity tracking
- Point of Sale - In-store sales processing
- Subscriptions - Recurring revenue management
- Invoicing - Invoice and payment management
- Inventory - Stock and delivery management
Need Help?
Ask Your Knowlix:- “Create a quotation for 10 units of Product X for Global Industries”
- “Show me all overdue sales orders needing invoicing”
- “Apply 15% discount to all lines on this quotation”
- “Generate commission report for Q1 by salesperson”
- “Create a buy-2-get-1 promotion for the summer sale”
- “Show me the margin breakdown on my pending quotations”
- “Which customers have unused gift card balances?”