What the quotation process and order processing have in common
From a commercial point of view, a quote is part of the procurement process in the sales process. Usually, a quote is preceded by a request from a potential customer, to which the quote is a response. As a seller or service provider, you determine your specifications when you write the quotation or offer; the conditions under which you are prepared to deliver the requested goods or services. The quotation process, therefore, is seen, as part of the order process.
You have completed the order? In bexio you can create the invoice from the offer or quote directly, through the push of a button.
Form regulations and legal issues relating to the offer
Usually, offers are submitted in writing and then sent either by email or via post. However, the submission of an offer may also be informal, for example, orally or by telephone. In essence, a quote is therefore a proposal to a contract. With a quote or offer, the service provider, for example, an artisan, agrees to execute the work, according to the set terms and conditions. If the customer accepts the offer, a binding contract is concluded. In the Swiss Code of Obligations, "the commissioned party is obliged to carry out the transaction or services, in accordance with the contract" (OR, art. 394).
With bexio, you set the conditions directly and send it out directly via e-mail, from bexio. Recipients can comment on your quote online, and accept or reject it directly. This is a huge simplification. Alternatively, you can also print the documents and conveniently send them via post.
In all cases, it's important that the offer is well-structured and clearly formulated , to avoid misunderstandings. Here bexio is of great help: thanks to the program, all information is cleary included. You can also specify directly whether the given prices are VAT-inclusive or exclusive.
How do I write the perfect offer or quote? Does it cost me anything?
First of all, it is important to note that a quotation process is not free of charge for the interested parties, unless otherwise agreed. But usually, it is simply an invitation for the conclusion of a contract.
Further, your prices must be consistent and reliable. Always quote exact prices in your offers (incl. Value-added tax). Should you, however, not be able to set a final price estimate (because, for example, the extent of the work is not yet clear), specify that it is a non-binding cost estimate.
Please note that granting discounts or rebates are not required by law. But it may encourage the customer to pay the invoice amount faster (especially in the case of discount), which has a positive effect on your liquidity. Ensure that you include these conditions in your offers and quotes.