Creating an offer

This guide walks you through creating a professional offer from start to finish.

Step 1 — Start a new offer

Navigate to Offers in the main menu and click New Offer. The offer creator opens with a blank draft.

Step 2 — Select the customer

Use the customer search field to find an existing B2B company or B2C individual. Start typing the company name, contact name, or NIP (tax ID) to filter results.

If the customer does not exist yet, click Create New Customer to add them without leaving the offer creator.

Optionally, select a specific contact person at the company. This contact will appear in the offer header.

Step 3 — Configure offer settings

Before adding items, set the offer parameters:

• Currency — select the currency for this offer. If different from the base currency, the system applies the current exchange rate automatically.
• Price display mode — choose how prices appear: NET only, GROSS only, or the full NET + VAT + GROSS breakdown.
• Valid until — set the expiration date. Default is 30 days from creation (configurable in admin settings).
• Internal notes — add notes visible only to your team, not to the customer.

Step 4 — Add products

Click Add Product to search your product catalog. You can search by product name or SKU code.

When you select a product, the system auto-populates:

• Product name and description
• Unit of measure (pieces, kg, hours, etc.)
• Base unit price (NET)
• VAT rate
• Product image (if configured)

The pricing engine automatically applies any active pricing rules for the selected customer or their customer group.

Adjusting quantities and prices

For each line item, you can:

• Set the quantity
• Override the unit price (the original price is preserved for reference)
• Apply a line-level discount (percentage or fixed amount)
• Edit the description for this specific offer

Adding custom items

Click Add Custom Item to add a product or service that is not in your catalog. Enter the name, description, unit, price, and VAT rate manually. This is useful for one-time services or bespoke deliverables.

Step 5 — Organize with sections

For complex offers, group related items into sections. Click Add Section and give it a name (e.g., “Equipment”, “Professional Services”, “Annual Support”). Drag items between sections to reorganize.

Sections appear as visual groupings in the offer PDF and public page.

Step 6 — Review totals

The offer summary shows:

• Subtotal (NET) — sum of all line items after line-level discounts
• Offer discount — optional global discount (percentage or fixed amount)
• Shipping — if applicable
• VAT breakdown — itemized by VAT rate
• Total (GROSS) — final amount

Step 7 — Preview and send

Click Preview to see how the offer will look to the client. The preview shows the branded PDF layout with your logo, colors, and trading terms.

When ready:

• Click Send by Email to deliver the offer directly with an attached PDF and/or public link.
• Click Generate Public Link to create a trackable URL you can share manually.
• Click Download PDF to save the PDF locally.

After sending, the offer status changes from Draft to Sent and the immutable snapshot is created.

Tips

• Pricing rules apply automatically based on customer or customer group. Check the effective price before sending.
• Offer cloning saves time when creating similar offers. Use Clone or Use as Template from any existing offer.
• Extending validity is one click — the system clones the offer with a new expiration date.