Quotes

When to use

Create a new quote when a client requests pricing for charter flights. You can create a quote from scratch or use a template as a starting point.

Steps

1. Click Add Quote in the top-right
2. In the quote window, either:
   • Select Quick Quote View for faster quote creation with minimal fields, or
   • Use the standard view for full control over all quote options
3. If using a template, select it from the Quote Template dropdown to pre-populate fields
4. Select the Client for this quote
5. Enter the Customer Representative name
6. Choose the Aircraft or Aircraft Type
7. Select or create a Quote Configuration to control:
   • Company details and banking information
   • VAT settings and percentage
   • Discount options
   • Display options for quote documents
8. Configure the Aircraft Cost settings:
   • Select calculation type (per distance, per hour, or fixed)
   • Set cost per unit and currency
   • Define aircraft speed if needed
9. Add Flight Sectors (legs) to the quote:
   • Specify departure and arrival airports
   • Set scheduled times (UTC and local)
   • Mark sectors as positioning or night flights if applicable
   • Add passenger count
   • Override calculated distances or costs if needed
10. Add Fees to sectors or the entire quote:
    • Airport handling fees
    • En-route charges
    • General fees (catering, parking, etc.)
    • Custom fees
11. Review the Total at the bottom, including VAT and discounts
12. Add any Notes for internal reference
13. Click Save

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, 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
3. If the quote has an associated invoice or proforma invoice, choose:
   • Edit quote and cancel/credit invoice: Creates a credit note for the existing invoice
   • Edit quote & update invoice: Updates the invoice with new quote details
4. Make your changes in the quote window
5. Click Save

Result

A new version of the quote is created (e.g., "Q-1234.1" becomes "Q-1234.2"). The previous version is archived and accessible through the quote's version history. If you chose to update an invoice, the invoice reflects the new quote details.

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. The invoice PDF is automatically generated
6. 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 and currency)
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. You can click it to view or print the invoice.

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 converted to invoices or 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 and currency required)
4. Click Create Proforma Invoice
5. Review the proforma invoice preview
6. 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 if no longer needed. 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 that are already in other summaries show a warning badge
4. Click Create Quote Summary when at least one quote is selected
5. In the summary window:
   • A summary code is automatically generated
   • Review the combined quote details
   • The summary PDF 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. You can click the summary code to view or edit the summary. The summary PDF can be sent to clients.

Notes

• To edit a summary, click the pencil icon next to the summary code
• To delete a summary, click Create Quote Summary again, select the same 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 different client, such as 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 with all details pre-filled
4. A new quote number is automatically assigned
5. Make any necessary changes
6. Click Save

Result

A new independent quote is created with its own quote number. The new quote is not linked to the original quote.

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 members
   • Confirm or adjust departure and arrival times
   • Set the aircraft (if not already set)
   • Add any additional flight details
4. Click Add Flight Sectors to add the flights to the schedule

Result

The quote's sectors are converted to scheduled flights and appear in the Flight Schedule. The Plan/book flights button changes to show how many sectors have been scheduled (e.g., "5/5" with a green colour). You can schedule some or all sectors.

When to use

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

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:
   • Select aircraft type
   • Set up quote configuration
   • Add typical flight sectors for this route
   • Add common fees
   • Set default costs and pricing
5. Click Save

Result

The template is saved and appears in the Quote Templates table. When creating a new quote, you can select this template to automatically populate all the configured details. You only need to add the client and make any specific adjustments.

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. Click Deactivate

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 automatically 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 receipt data 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 (defaults to current month)
   • Choose any additional filters (aircraft, clients, etc.)
   • Select columns to include in the report
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 based on your filters. The report preview displays in your browser before export.

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

Quotes table columns

Quote Templates table columns

The quote window has multiple sections for configuring all aspects of a quote:

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)
• Customer Representative must be entered (for quotes, not templates)
• Aircraft Type must be selected
• Quote Configuration must be selected
• At least one flight sector must be added
• All required custom form fields must be filled in
• Aircraft cost settings must be complete

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