Sales
HumbleBear CRM offers a comprehensive sales feature that enables you to create and manage sales documents, including invoices, quotations, delivery orders and sales orders. Here are some of the benefits of using the sales feature:
The intuitive and user-friendly interface enables you to create, edit and customise sales documents easily to suit your business needs and preferences.
You can monitor the status of your sales documents to track which ones are pending, approved, paid or delivered. This feature helps you to follow up with your clients and vendors, enabling a smooth and efficient sales process.
Quotation
Below is a user guide for effective quotation management in HumbleBear CRM:
To create a new quotation, click on the New Quotation button located at the top right corner of the Quotation listing page. This action opens a new window where you can enter your quotation details.
To select a client, click on the Client button located on the top left corner of the window. A list of your contacts appears, where you can search and select the client you wish to quote. You can also create a new contact by clicking on the + button next to the Select Client button.
Enter the following fields to complete the quotation:
Issued Date: The date you created the quotation. You can select a date from the calendar or type it manually in the format of DD/MM/YYYY.
Reference Number: A unique number that identifies your quotation. You can use the default number generated by HumbleBear CRM or enter your own number.
Valid For: The number of days your quotation is valid for. You can choose from predefined options such as 7 Days, 14 Days, 30 Days, etc. or enter a custom number of days.
Payment Terms: The number of days your client has to pay the invoice after accepting the quotation. You can choose from predefined options such as Due on Receipt, Net 15, Net 30, etc. or enter a custom number of days.
Managed by: The person who manage the quotation
Project: If you created a project for your client and want to quote for the work done, select this option and choose the project from the drop-down list.
Tags: You can add tags to categorize or mark your quotation for future reference. Choose from existing tags or create new ones by typing them in the field and pressing Enter.
Description: You can add a description to provide additional information or instructions to your client. Use formatting tools to style your text, such as bold, italic, underline, bullet points etc.
To add products or services to your quotation, click on the Add Item button. A new row opens where you can enter the following fields:
Product Name: The name of the product or service you are quoting. Choose from products or services on your inventory or enter a new one by typing it in the field and pressing Enter.
Quantity: The number of units of the product or service you are quoting. Use the arrows to increase or decrease the quantity or type it manually in the field.
Price: The price per unit of the product or service you are quoting. Use the default price that is set in your inventory or enter a different price in the field.
Description: You can add a description to each product or service you are quoting to provide more details or specifications. Use formatting tools to style your text, such as bold, italic, underline, bullet points, etc.
Account Category: The account category that corresponds to each product or service you are quoting. This helps you to track your income and expenses in your accounting feature. Choose from predefined categories such as Sales Revenue, Cost of Goods Sold, etc., or create a new one by typing it in the field and pressing Enter.
To add or change notes, click on the Notes tab located at the bottom right corner of the window. A text box opens where you can enter any notes you want to include in your quotation such as terms and conditions, payment methods, thank you messages, etc.
To save your quotation, click on the Save button located on the top right corner of the window. This action saves your quotation as a draft and closes the window. You can view your saved quotations on the Quotation listing page under the Quotations tab.
Below are the details about the four statuses for quotation:
Draft: This status indicates that your quotation is still in progress, and you have not sent it to your client. You can edit or delete your draft quotations at any time by clicking on the Edit or Delete buttons on the quotation page. You can also view all your draft quotations on the Quotation listing page under the Quotations tab, by filtering them by the Draft status.
Completed: This status indicates that your quotation is ready, and you have sent it to your client for approval. You can send your completed quotations by clicking on the Send button on the quotation detail page. You can also view all your completed quotations on the Quotation listing page under the Quotations tab, by filtering them by the Completed status.
Invoiced: This status indicates that your client has accepted your quotation, and you have converted it into an invoice. You can convert your accepted quotations into invoices by clicking on the Convert to Invoice button on the quotation page or by creating a new invoice from the Invoices tab on the Sales section.
Expired: This status indicates that your quotation has expired. A quotation expires when it reaches its valid date, which you set when you create the quotation.
Converted Invoices
This feature streamlines the process of converting a quotation to an invoice. With a single click on the Convert to Invoice button, the quotation transforms into an invoice automatically, and its status changes to Invoiced. This simple action saves time and effort, eliminating the need for manual invoice creation. Moreover, the invoice details can be viewed and edited as required, providing further flexibility.
Sales Orders
To generate a new sales order, navigate to the top right corner of the Sales Order listing page and click the New Sales Order button. This initiates a pop-up window where you can input all the relevant details. To select a contact for the sales order, click on the Contact button on the top left corner of the window. This will bring up a list of contacts for you to browse and select from. You can also create a new contact by clicking on the + button next to the Contacts button. To complete the relevant fields for the sales order, enter the following information:
Number: A unique number identifying the sales order. You can use the default number generated by HumbleBear CRM or input your own.
Project: The project associated with the sales order. Choose from existing projects or create a new one by typing in the field and pressing Enter.
Description: Add additional information or instructions for your contact or team. Use the formatting tools to style your text.
Tags: Add tags to categorize or mark the sales order for future reference. Choose from existing tags or create new ones by typing them in the field and pressing Enter.
To add products/services to the sales order, click on the Add Item button and this opens a new row where you can add the following information:
Product Name: The name of the product or service you are selling. Choose from existing inventory or create a new one by typing in the field and pressing Enter.
Quantity: The number of units of the product or service you are selling. Use the arrows to adjust the quantity or type it manually in the field.
Price: The price per unit of the product or service you are selling. Use the default price or enter a different one in the field.
Description: Add more details or specifications about the product/service. Use the formatting tools to style your text.
To add or modify notes for the sales order, click on the Notes tab on the bottom right corner of the window. This opens a text box where you can input any notes you want to include in the sales order. To save the sales order, click on the Save button on the top right corner of the window. This saves the sales order as a draft and closes the window. Saved sales orders can be viewed on the Sales page under the Sales Orders tab.
Delivery Orders
Kindly find below a user guide for managing delivery orders on the HumbleBear CRM system:
To create a new delivery order, click on the New Delivery Order button located on the top right corner of the Delivery Orders listing page. This will open a new window where you can enter the details of your delivery order.
To select a contact for your delivery order, click on the Client button on the top left corner of the window. This will open a list of your contacts, where you can search and choose the contact you want to deliver to. You can also create a new contact by clicking on the + New button below the Contact listing.
To fill in the necessary information for your delivery order, enter the following fields:
Issued Date: The date when you created the delivery order. You can use the calendar icon to select a date from the calendar or type it manually in the format of DD/MM/YYYY.
Delivery Date: The date when you plan to deliver the products or services to your contact. You can use the calendar icon to select a date from the calendar or type it manually in the format of DD/MM/YYYY.
Delivery Mode: The mode of delivery that you will use to deliver the products or services to your contact. You can choose from the predefined options such as Courier, Self-Pickup, etc., or enter a custom mode in the field.
Reference: You can insert some remark information.
Project: The project that is associated with your delivery order. You can choose from the projects that you have created for your contact or create a new one by typing it in the field and pressing Enter.
Tags: You can add tags to your delivery order to categorize it or mark it for future reference. You can choose from the existing tags or create new ones by typing them in the field and pressing Enter.
Description: You can add a description to your delivery order to provide additional information or instructions to your contact or your team. You can use the formatting tools to style your text such as bold, italic, underline, bullet points, etc.
To add products or services to your delivery order, click on the Add Product button located on the bottom left corner of the window. This will open a new row where you can enter the following fields:
Product Name: The name of the product or service that you are delivering. You can choose from the products or services that you have added to your inventory or enter a new one by typing it in the field and pressing Enter.
Quantity: The number of units of the product or service that you are delivering. You can use the arrows to increase or decrease the quantity or type it manually in the field.
Description: You can add a description to each product or service that you are delivering to provide more details or specifications. You can use the formatting tools to style your text such as bold, italic, underline, bullet points, etc.
To add or change notes for your delivery order, click on the Notes tab located on the bottom right corner of the window. This will open a text box where you can enter any notes that you want to include in your delivery order, such as terms and conditions, delivery instructions, thank you messages, etc. You can use the formatting tools to style your text such as bold, italic, underline, bullet points, etc.
To save your delivery order, click on the Save button located on the top right corner of the window. This will save your delivery order as a draft and close the window.
Invoices
Provided below is a guide detailing how to manage invoices within the HumbleBear CRM system:
To create a new invoice, locate and click the New Invoice button situated at the top right corner of the Sales page.
In the pop-up window, enter all necessary details for the invoice.
To select a client for the invoice, click the Client button found at the top left corner of the window.
Choose the desired client from the available list of contacts, or create a new contact by clicking the + button next to the Select Client button.
Fill in the required information for the invoice, such as Issued Date, Reference Number, Payment Terms, Tags, and Description.
To add products or services to the invoice, click the Add Item button located in the window.
In the newly opened row, input all necessary details for the product or service, including the Product Name, Quantity, Price, Description and Account Category.
To add or modify notes for the invoice, click the Notes tab located at the bottom right corner of the window.
Input any additional notes you want to include in the invoice, such as payment methods, terms and conditions, or thank you messages.
To save the newly created invoice, click the Save button located at the top right corner of the window. The invoice will be saved as a draft, and you can view it on the Sales page under the Invoices tab.
Within the HumbleBear CRM system, invoice tracking features three statuses:
Paid: This status indicates that the client has paid the full amount of the invoice, and the payment has been received in your bank account.
Partial Payment: This status indicates that the client has paid a portion of the invoice amount, and you are still waiting for the remaining balance.
Unpaid: This status indicates that the client has not paid any amount of the invoice, and you are still waiting for the full payment. You can view all unpaid invoices on the Sales page under the Invoices tab by filtering them by Unpaid status.
Split Invoices
The Humblebear CRM offers the Split Invoices feature, enabling users to divide a substantial invoice into smaller, more manageable installments. This approach can significantly assist in optimising cash flow and mitigate the risk of delayed payments. By inputting critical information such as the number of installment cycles allowed, the amount of each installment, and their respective due dates, creating split invoices becomes a breeze. Additionally, users can effortlessly monitor the status of each installment, as well as the total amount paid and outstanding.
Converts to Delivery Orders
The Invoices to Delivery Order feature in Humblebear CRM enables users to convert an existing invoice into a delivery order. A delivery order serves as a confirmation of the goods or services delivered to a client. This feature streamlines the order fulfillment process and saves valuable time. To create a delivery order, select a specified invoice, click on the Convert to Delivery Order button, and fill in the necessary details. Humblebear CRM automatically generates the delivery order and sends it to the client via email. Additionally, users can print or download the delivery order as a PDF file and track the status of each delivery order, including delivery date, address, and notes. Invoices to Delivery Order is just one of the many features of Humblebear CRM designed to facilitate order, invoice, and delivery management.
Received Payments
Humblebear provides a seamless solution for managing your invoice payments. With its user-friendly interface, you can effortlessly receive and monitor payments from your clients via bank transfer, credit card, or e-wallets. Upon receiving payment, Humblebear automatically generates receipts that can be sent to your clients via email or accessed by you. The platform also tracks the status of each invoice, indicating whether it has been fully or partially paid, and provides a payment history and balance for each invoice. With Humblebear, managing your cash flow has never been easier.
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