A clear offer reduces questions, prevents misunderstandings and helps the customer decide faster. A proforma or quotation should describe the product or service, quantity, price, timing and main conditions in language the customer can understand.
What the document should contain
Use accurate business and customer details, a reference number, the issue date and a validity period. Every line needs a useful description, unit, quantity and price. State clearly what is included and what requires a separate agreement.
- Offer reference and date.
- Customer information.
- Description, quantity and price for each item.
- Validity, payment method and delivery conditions.
Control revisions and approval
When the customer requests a change, preserve a clear history instead of silently overwriting the earlier document. The accepted version must be the one used to prepare the order or work.
Connect the offer to stock and fulfilment
Before confirmation, check availability and supplier lead time. After acceptance, the team needs to know which items must be reserved, ordered or prepared. A shared system prevents repeated copying and mistakes at this handover.
- Check current stock.
- Mark items that require purchasing.
- Confirm the version accepted by the customer.
- Keep supporting documents in an identifiable location.
The role of PickPos and fiscalization
PickPos can support internal management, proformas and quotations. It does not provide or replace fiscalization. The business remains responsible for fiscal documents, tax reporting and compliance with the legal requirements that apply to its activity.
Next step
Standardize the format, use reference numbers and preserve the approved version. A professional offer is both a communication tool and the starting point for correct fulfilment.