Quotes

When to use

Create a new quote when a client requests pricing for charter flights.

Steps

1. On the Quotes tab, click Add Quote in the top-right
2. The quote window opens in Quick Quote mode. Fill in the required fields:
   • Quote Configuration — select the configuration that controls company details, VAT, and document layout. If a default is set, it is pre-selected automatically.
   • Client — required. Search for and select the client for this quote
   • Aircraft Type — required. Select the aircraft type
   • Cost Speed Profile — select a saved cost and speed profile for the aircraft type. If no profile is available or selected, you must enter aircraft cost settings manually (cost calculation type, speed, unit price, and currency)
   • Scheduled Departure — enter the scheduled departure date and time for the first non-positioning leg. This value is used to calculate all leg times automatically when you submit
   • Add positioning legs — leave ticked to automatically include positioning legs before and after the route
   • Any required custom form fields your organisation has configured
3. In the Non-positioning legs table, add the flight sectors:
   • Enter departure and arrival airports (ICAO codes)
   • Select a route if applicable
   • Enter the number of passengers
4. Choose how to save:
   • Click Submit to save the quote with default fees and positioning legs automatically populated. The window closes and the quote appears in the table.
   • Click Save & Open Advanced Editor to save the quote and reopen it in the full editor, where you can adjust individual leg times, fees, VAT, currency, customer representative, aircraft registration, and all other settings.

Result

A new quote is created with a system-assigned quote number (e.g., "Q-1234"). The quote appears in the active quotes table. You can now view the quote PDF, edit the quote, create invoices, or convert it to scheduled flights.

When to use

Edit a quote when flight details change, pricing needs adjustment, or you need to correct information. Editing creates a new version of the quote.

Steps

1. Find the quote in the table
2. Click the Edit button (pencil icon) in the Edit column. The quote opens directly in the full editor.
3. If the quote has an associated invoice or proforma invoice, the Edit button shows a dropdown. Choose:
   • Edit quote and cancel/credit invoice: Creates a credit note for the existing invoice and allows editing
   • Edit quote & update invoice: Saves changes and updates the invoice with the new quote details
   • Edit quote and cancel proforma invoice: Cancels the proforma invoice (if no regular invoice exists) and allows editing
   • Edit quote & update proforma invoice: Saves changes and regenerates the proforma invoice
4. Make your changes in the quote window
5. Click Submit to save and close, or Save to save without closing

Result

A new version of the quote is created (e.g., "Q-1234.1" becomes "Q-1234.2"). The previous version is preserved and accessible through the Previous revisions section inside the quote editor. If you chose to update an invoice, the invoice reflects the new quote details.

When to use

Use a saved quote template to quickly generate a new quote that is pre-populated with common route, aircraft, cost, and fee settings.

Steps

1. Switch to the Quote Templates tab
2. Find the template you want to use
3. Click the Edit button (pencil icon) to open the template
4. Click Save & Create Quote at the bottom of the window
5. A new quote window opens pre-populated with the template's details. The full editor is shown so you can review and complete all fields.
6. Add or update the client and any other quote-specific details
7. Click Submit to save

Result

A new quote is created based on the template. The template itself is unchanged. The new quote appears in the Quotes tab.

When to use

After building a quote with a configuration you want to reuse (a common route, aircraft type, and fees), you can save it as a template for future use.

Steps

1. Open a quote in the full editor (edit an existing quote, or use Save & Open Advanced Editor when creating)
2. Click Save & Create Template at the bottom of the window
3. A new template window opens pre-populated with the quote's details
4. Enter a Template Name
5. Review and adjust the template fields as needed
6. Click Submit to save

Result

The template is saved and appears in the Quote Templates tab. The original quote is unchanged.

When to use

Create an invoice when the client accepts the quote and you need to bill them. You can create an invoice for a single quote or combine multiple quotes into one invoice.

Steps — Single Quote Invoice

1. In the Invoice column, click the Create Invoice dropdown for your quote
2. Select This quote
3. Review the invoice preview in the window that opens
4. Adjust the Transaction Date if needed
5. Click Save to finalise the invoice

Steps — Multi-Quote Invoice

1. In the Invoice column, click the Create Invoice dropdown
2. Select Multiple quotes
3. The page enters selection mode — checkboxes appear in the first column
4. Select the additional quotes you want to include (must have the same client, currency, and VAT settings)
5. Click Create Invoice for X Quotes
6. Review the combined invoice preview
7. Click Save

Result

An invoice is created with a system-assigned invoice number. The invoice PDF is stored and accessible. The Invoice column now shows the invoice number as a button — click it to view the invoice.

When to use

Use this when you need to update the notes on an invoice that has already been created. Only the notes can be changed — all other invoice details (amounts, dates, client information) remain exactly as originally saved.

Steps

1. In the Invoice column, locate the invoice you want to update
2. Click the dropdown arrow on the button showing the invoice number
3. Select Edit notes
4. The invoice window opens with only the Notes field editable — all other fields are read-only
5. Update the notes as needed
6. Click Submit to save the changes

Result

The invoice notes are updated and the invoice PDF is regenerated with the new notes. Nothing else on the invoice changes — the invoice number, amounts, dates, and all other details remain unchanged.

When to use

Create a proforma invoice when you need to send a draft invoice to the client before finalising the transaction. Proforma invoices can be cancelled without creating credit notes.

Steps

1. In the Proforma Invoice column, click the Create Proforma Invoice dropdown
2. Select This quote or Multiple quotes
3. If selecting multiple quotes, choose which quotes to include (same client, currency, and VAT settings required)
4. Review the proforma invoice preview in the window that opens
5. Click Save

Result

A proforma invoice is created and appears in the Proforma Invoice column. You can view the PDF, send it to the client, or cancel it. When ready, you can create a regular invoice, which automatically cancels the proforma.

When to use

Create a multi-quote summary when you need to combine several quotes into a single summary document for a client. This is useful for complex trips with multiple flight legs that were quoted separately.

Steps

1. Click Create Quote Summary in the top-right
2. The page enters selection mode — checkboxes appear in the first column
3. Select the quotes you want to include:
   • All quotes must have the same client
   • Quotes already included in a different summary show a red ban icon — they cannot be added to a new summary
4. Click Create Quote Summary when at least one quote is selected
5. In the summary window, review the combined details. A summary code is automatically generated.
6. Click Save

Result

A multi-quote summary is created. Each included quote now shows the summary code in the Summary column. Click the summary code to view or edit the summary.

Notes

• To edit a summary, click the pencil icon next to the summary code in the table
• To delete a summary, click Create Quote Summary again, select the existing summary, and click Delete Summary
• Removing a quote from a summary does not delete the quote itself

When to use

Copy a quote when you need to create a similar quote for the same or a different client — for example, for a return trip or a similar route.

Steps

1. Find the quote you want to copy in the table
2. Click the Copy button (copy icon) in the Copy column
3. The quote window opens in the full editor with all details pre-filled. A new quote number has not yet been assigned.
4. Review and adjust the details as needed
5. Click Submit to save

Result

A new independent quote is created with its own quote number. The new quote is not linked to the original. The Last updated by column and the Prepared by field in the quote document will reflect the user who performed the copy, not the person who last edited the original.

When to use

Convert a quote to scheduled flights when the client confirms the charter and you're ready to add the flights to your operational schedule.

Steps

1. In the Plan/book flights column, click the button showing the scheduling status (e.g., "0/5" for 0 out of 5 sectors scheduled)
2. The flight scheduling window opens with the quote's flight sectors
3. For each sector, assign crew, confirm times, and set the aircraft if not already done
4. Click Add Flight Sectors to add the flights to the schedule

Result

The selected sectors are added to the Flight Schedule. The Plan/book flights button updates to show how many sectors have been scheduled (e.g., "5/5" in green). You can schedule some or all sectors independently.

When to use

Create a quote template for routes and configurations you quote frequently. Templates save time by pre-populating common details when generating new quotes.

Steps

1. Switch to the Quote Templates tab
2. Click Add Quote Template
3. Enter a Template Name (e.g., "FACT-FAOR Return")
4. Configure the template fields (aircraft type, quote configuration, flight sectors, costs, and fees)
5. Click Submit

Result

The template is saved and appears in the Quote Templates table. You can use it to generate new quotes via the Save & Create Quote button inside the template editor.

When to use

Deactivate a quote when it's no longer relevant (client declined, expired, or superseded by a new version). Reactivate if you need to restore a deactivated quote.

Steps to Deactivate

1. Find the quote in the active quotes table
2. Click the Deactivate button (red ban icon) in the last column
3. Enter a Deactivation Reason (e.g., "Client cancelled", "Quote expired")
4. Confirm the deactivation

Steps to Reactivate

1. Switch to the Deactivated view using the toggle at the top
2. Find the deactivated quote
3. Click the Reactivate button (green plus icon)
4. Confirm the reactivation

Result

Deactivated quotes move to the deactivated view and appear in grey italics. The system records who deactivated the quote and when. Hover over the comment icon next to a deactivated quote to see the deactivation reason, the user who deactivated it, and the date and time. Reactivated quotes return to the active view.

When to use

Export reports for financial analysis, auditing, or to review quotes, invoices, proforma invoices, credit notes, and receipts in Excel or PDF format.

Steps

1. In the top-right, click the Reports dropdown button
2. Select the report type you need:
   • Quotes Report: Export quote data (available to all users with quote access)
   • Invoice Report: Export invoice data (requires invoice management permission)
   • Proforma Invoice Report: Export proforma invoice data (requires invoice management permission)
   • Credit Notes Report: Export credit note data (requires invoice management permission)
   • Receipts Report: Export receipt data (requires receipts management permission)
3. In the report window, select the date range, any additional filters, and the columns to include
4. Click Generate Report to preview
5. Export to Excel or PDF using the export buttons

Result

A downloadable Excel or PDF file containing the selected report data. The report preview displays in your browser before export.

When you add a new quote, the window always opens in Quick Quote mode. This is a streamlined form designed for fast quote creation. When you edit, copy, or create a quote from a template, the window opens directly in the full Advanced Editor, which shows all available fields.

Inside the quote editor, the flight sectors table includes a Document Layout Settings button. These settings control which columns and details appear on the exported quote, invoice, proforma invoice, and credit note documents:

• Show first departure date: Displays the departure date of the first flight above the route table on documents
• Show STD & STA columns: Includes scheduled departure and arrival time columns in the route table. When enabled, you can also choose the date/time format.
• Include excess EET: Adds excess estimated elapsed time to the STA and EET columns
• Show distance column: Displays the distance of each leg in the route table
• Show cost column: Displays the aircraft cost for each leg in the route table
• Show route totals: Shows a totals row at the bottom of the route table

The quotes table displays different columns based on whether you're viewing Quotes or Quote Templates.

Quotes table columns

Quote Templates table columns

The filter dropdown provides advanced filtering options:

Different features require different permissions:

Possible reasons:

• The quote doesn't have a client assigned - edit the quote and add a client
• You don't have invoice management permissions - contact your administrator
• You're in selection mode for summaries - cancel the summary selection first
• The quote already has an invoice - check the Invoice column

Possible reasons:

• The quote has an invoice - use the dropdown on the Edit button to choose what to do with the invoice
• The quote is deactivated - switch to the Deactivated view and reactivate it first
• You don't have edit permissions - contact your administrator

Possible reasons:

• The quote has a different client than the first selected quote - multi-quote summaries and invoices require the same client
• The quote has a different currency - multi-quote invoices require the same currency
• The quote is already in a different summary - remove it from that summary first

Check these required fields:

• Client must be selected (for quotes, not templates)
• Aircraft Type must be selected
• Quote Configuration must be selected
• At least one flight sector must be added with departure and arrival airports
• All required custom form fields must be filled in
• If no cost speed profile is selected, aircraft cost settings must be completed manually (cost calculation type, speed, unit price, and currency)

Check these settings:

• Make sure you're in the correct tab (Quotes vs Quote Templates)
• Check if you're viewing Active or Deactivated quotes
• Clear your search and filters
• Check the date range filter - expand it to include older quotes
• The quote might have been created by another user - clear user filters