Documentation
Quotes, invoices & payments
Products and detail questions, quote → invoice, payments, reminders, PDF and email.
Products
Everything starts in CRM Settings → Products: a name, unit price, tax, and rich-text description, inclusions and exclusions that flow onto the printed document. A product can also define detail questions (work address, surface, dates, model…) — when the product is added to a quote, the questions are asked and the answers print with the line.
Quotes
- Open a company or contact and click New quote, or start from CRM → Quotes.
- Add lines from the catalogue or free-form; answer detail questions; adjust quantities and prices.
- Fill terms and notes (rich text), set the validity date, and Save. The PDF is rendered on save.
- Send emails the PDF through Gmail using an email template; the state becomes Sent and opens/clicks are tracked.
| State | Meaning |
|---|---|
| Draft | Editable, not yet sent |
| Sent | Emailed to the client |
| Accepted / Rejected / Expired | Outcome; accepted quotes can be invoiced |
| Invoiced | An invoice was generated from this quote |
Invoices
Convert to invoice on an accepted quote copies lines and details into a new invoice; you can also create invoices directly. Invoices carry their own terms, notes, due date and a Reminders tab.
| State | Set when |
|---|---|
| Unpaid | No payment recorded |
| Partial | Payments recorded but the balance is not zero |
| Paid | Payments cover the total (also set by the QuickBooks payment pull) |
| Cancelled | Manually voided |
Payments
Record payments from the invoice’s Payments tab (date, amount, method, reference). The invoice state updates automatically. With QuickBooks sync on, payments entered in QuickBooks are pulled back every 15 minutes.
Invoice reminders
Settings → Invoice reminders defines the schedule (e.g. 7 days before due, on due date, 7 and 21 days after) and the email template for each step. The cron queues a reminder for every unpaid invoice that matches; the invoice’s Reminders tab shows each one as Queued, Sent or Skipped (paid in the meantime).
PDF documents
Quote and invoice PDFs are produced by dedicated renderers in the client’s language (EN or FR) with the header, footer and colours from your template. When Drive is configured, each PDF is also saved to CRM/{Company}/ in the contact’s folder.
With Claude
Through the MCP server, Claude can run the same flow: crmx_find the company, crmx_create_quote with lines and detail answers, crmx_convert_quote_to_invoice, then crmx_record_payment. Each tool validates required fields and asks rather than inventing values.