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# Estimates, sales receipts, customers and products

This article covers the rest of the Sales module: quotes you send before the work is agreed, sales that are paid on the spot, the customers and items you bill for, and how your documents look.

## Estimates

Send a quote, get it accepted, then turn it into an invoice.

### Tour of the Estimates list

![The Estimates list.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/01-estimates-list_gr5r72.png)

The totals show the value awaiting a reply, the value accepted and ready to invoice, your win rate, and the number of drafts. The tabs follow an estimate through its life.

| Status | Meaning |
| ---- | ---- |
| Draft | Saved but not sent. |
| Sent | With the customer, waiting for a reply. |
| Accepted | The customer said yes. It's ready to invoice. |
| Declined | The customer said no. |
| Expired | The expiry date passed without a reply. |
| Invoiced | You've converted it to an invoice. |

### Create an estimate

Click **New estimate**. The form works like an invoice, with a few differences.

![An estimate has an expiry date in place of a due date.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/02-estimate-editor_1mk6rsz.png)

* **Estimate number.** Tabby suggests the next one.
* **Currency.** USD, CAD, EUR, GBP or AUD.
* **Estimate date and Expiry date.** The customer can accept until the end of the expiry day.
* **Customer, Products & services, Sales tax and Class** work the same way as on an invoice.
* **Message & terms.** A message to the customer, your terms and conditions, and any remarks.

Click **Save and send** to email it, or **Save estimate** to keep it as a draft.

### Add a discount

In the Estimate summary, click **Add discount**. Enter a value and choose **%** or **$**. The total updates as you type. Click the **×** to remove the discount.

![A 10% discount on a $4,800 estimate.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/03-estimate-summary-discount_1ewqdss.png)

### Collect payment on acceptance

To take payment when the customer accepts, turn on **Collect payment with Stripe when accepted**. Accepting the estimate then creates a Stripe-hosted invoice for the customer to pay.

![Choose how much to collect and who pays the processing fee.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/04-payment-on-acceptance_1cln1lc.png)

* **Payment type.** Full amount, Deposit (50%) or Deposit (25%).
* **Who pays the card processing fee?** Business absorbs, or Customer pays.
* **Internal notes.** Only your team sees these. They never appear on the estimate.

### Convert an estimate to an invoice

Open the estimate's row menu and choose **Convert to invoice**, or click **Convert to invoice** in the summary of a sent or accepted estimate.

![Convert to invoice is available on draft, sent and accepted estimates.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/05-estimate-row-menu_6kpo7.png)

Tabby copies the customer and lines into a new invoice and opens it for you to review and save. The estimate moves to **Invoiced**.

The same menu lets you **Edit**, **Preview**, **Duplicate** or **Delete** the estimate.

## Sales receipts

### When to use a sales receipt

Use a sales receipt when the customer pays at the time of the sale. It records the sale and the payment together, so there's no invoice to chase.

![The Payment column shows how the customer paid and where the money went.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/06-sales-receipts-list_1vpc8u2.png)

The totals show your sales in the last 30 days, the amount received, any balance still due and your average sale. The tabs split the list into **Paid in full** and **Balance due**.

### Create a sales receipt

Click **New sales receipt**. Choose the customer and add lines the same way as on an invoice. Then fill in the **Payment** section.

![This customer paid $500 of a $750 sale, so $250 is still due.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/07-sales-receipt-payment_13g8xzj.png)

* **Payment method.** How the customer paid.
* **Reference number.** Optional, such as a check number.
* **Deposit to.** The account the money went into.
* **Amount received.** Leave it blank if the customer paid the full amount.

Under **Message & notes** you can add a message that prints on the receipt and internal notes that don't.

Click **Save and send** to email the receipt, or **Save receipt** to record it without sending.

### When the customer pays part

If the customer paid less than the total, enter what they paid in **Amount received**. The summary shows the **Balance due**, and the receipt appears under the **Balance due** tab until you update it.

## Customers

### Tour of the Customers list

![Everyone you bill, with what they owe.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/08-customers-list_1hjukcl.png)

The totals show how many customers you have, their combined open balance, how much of it is overdue, and what they paid in the last 30 days. The **Open balance** tab lists only customers who owe you money.

### Add a customer

Click **New customer**. Only the contact name is required, but an email lets you send documents.

![A customer record.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/09-customer-form_u8uh0j.png)

* **Contact name and Company name.**
* **Email.** Invoices and receipts are sent here.
* **Phone and Mobile.**
* **Default payment terms.** New invoices for this customer start with these terms.
* **Additional contacts.** Click **Add contact** for people who should get copies of invoices, like an accounts payable team.
* **Billing address.** Tabby uses the state to suggest a sales tax rate.
* **Shipping address.** Leave **Same as billing address** ticked, or untick it to enter another.

### Set a customer's sales tax

At the bottom of the form:

* **Tax status.** **Taxable**, or **Exempt** for customers who don't pay sales tax. For an exempt customer, choose the reason (Resale, Nonprofit / exempt organization, Government or Other exemption) and add the certificate and its expiry date if you have them.
* **Default rate.** Leave it on **Automatic (state default)** to use the default for the customer's state, or choose a specific rate.

### Start a document from a customer

Open a customer's row menu to start a **New invoice**, **New estimate** or **New sales receipt** with that customer already filled in.

![Start a document for this customer from the menu.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/10-customer-row-menu_1hjq00i.png)

### Edit or delete a customer

Click a row, or choose **Edit** in the menu, to change a customer. **Delete** removes a customer only if they have no invoices, estimates or sales receipts. If they do, Tabby tells you the customer can't be deleted.

## Products & services

A product or service is something you sell. When you pick one on an invoice, estimate or receipt, its description, price and tax setting fill in.

### Tour of the list

![What you sell, with the income category and tax setting for each.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/11-products-and-services_v2bvs6.png)

The totals show how many items you have, your best seller, your average price and how many items are taxable. Use the **Services** and **Goods** tabs to narrow the list.

### Add a product or service

Click **New item**.

![A taxable product billed per month.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/12-product-form_xwzfhs.png)

* **Type.** **Goods** for something you sell and may keep in stock, or **Service** for time or work you bill for.
* **Name.**
* **Description.** Shown under the name on invoices, estimates and receipts.
* **Price and Unit.** The unit can be Each, Per hour, Per day, Per month, Per year or Per project.
* **Income category.** Where sales of this item are recorded in your books.
* **Sales tax.** **Taxable** or **Not taxable**. For a non-taxable item, choose why: Not taxable item, Resale or Exempt product. Invoices use the customer's rate on taxable lines.

Click **Save item**.

### Edit, duplicate or delete an item

Use the row menu to **Edit**, **Duplicate** or **Delete** an item. Deleting an item doesn't change documents you've already created. The lines on them stay as they are.

## Tax rates

The **Tax rates** entry in the Sales menu has an arrow because it leaves the Sales module. It opens the Rates settings under **Taxes**, where you manage your sales tax rates and registrations. On documents, Tabby picks the rate from the customer, and you can see or change it in the Sales tax section of each document.

## Customize documents

One set of design settings applies to every invoice, estimate and sales receipt. Click **Customize** at the top of any of those three lists, or inside a document.

![Changes here apply to all three document types.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/13-customize-documents_1r760oy.png)

### Template

Choose **Classic**, **Modern** or **Minimal**.

### Column labels

Rename the columns to suit how you bill:

* **Item column:** Item, Product, Service or Description.
* **Quantity column:** Qty, Quantity, Hours or Units.
* **Price column:** Rate, Price, Unit price or Hourly rate.
* **Tax column:** Show tax or Hide tax.

### Brand

* **Business name.** Printed at the top of each document.
* **Brand color.** Pick a swatch or enter a hex code.
* **Logo.** SVG, PNG, JPG or GIF, up to 800 × 400 px.
* **Footer text.** For example "Thank you for your business!"

### Tabby branding

"Powered by Tabby" appears in the footer of your PDFs. Upgrade to a paid plan to remove it.

Click **Save settings** when you're done. Use **Preview** on any document to check the result.

## Import and export

### Import a list

Click **Import** at the top of a list and upload a CSV file with a header row, up to 10 MB.

![Import matches columns by their header names.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/14-import-customers_1v7t9id.png)

* **Customers.** Tabby matches the columns Name, Company, Email, Phone, City and State, and skips customers you already have.
* **Products & services.** Tabby matches Name, Type, Price and Description, and skips items you already have.
* **Invoices, estimates and sales receipts.** Tabby Talk maps the columns from your spreadsheet or old software and adds each one as a draft for you to check.

### Export a list

Click **Export** to download a CSV of what's on screen. The export follows your current tab and search, so filter first if you only want part of the list.

## Common questions

### Does deleting a customer delete their invoices?

No. Tabby won't delete a customer who has invoices, estimates or sales receipts.