Estimates, Proformas & Delivery Notes

OjaSuite gives you a full pre- and post-invoice document suite. Each document type has a distinct purpose and its own sequential numbering series.

The Document Flow

Documents can be created independently or converted from one to the next in a single click:

Each conversion copies all line items and customer details automatically. You can skip any step — for example, go directly from an Estimate to an Invoice without creating a Proforma first.

Estimates

An estimate is a non-binding price proposal sent to a customer before work begins or goods are delivered. Estimates do not affect your receivables balance and are excluded from sales reports.

Creating an Estimate

1. Navigate to Estimates → New Estimate.
2. Select a Customer. If the customer doesn't exist yet, add them under Contacts → New Contact first.
3. Set the Estimate Date and an optional Expiry Date.
4. Add line items — choose from your saved inventory items, pick a service from your services catalog, or type a custom description, quantity, and rate.
5. Apply a Tax or Discount if required.
6. Click Save Estimate. An estimate number is assigned automatically.

Adding Service Lines

Alongside product line items, you can add service lines directly from your Services Catalog. Click Add Service Line on the estimate form, select the service, and the name, description, and rate are filled in automatically. Service lines are labelled with a Service badge on the printed estimate.

Emailing an Estimate

From an estimate's detail page, click Email Estimate. OjaSuite sends the customer a branded email with a link to view the estimate online. The customer can view all line items and totals but cannot pay from an estimate — payment is collected on the converted invoice.

Converting an Estimate to an Invoice

1. Open the estimate.
2. Click Convert to Invoice.
3. OjaSuite creates a new invoice with all the same line items, customer, and amounts. The estimate is linked to the invoice for reference.
4. Review and save the invoice as usual.

Proforma Invoices

A proforma is a "draft" invoice issued before the actual sale is confirmed — commonly used when a customer needs a document to arrange payment or import clearance before goods are dispatched. Like an estimate, a proforma does not post to your receivables.

Creating a Proforma

Navigate to Transactions → Proforma Invoices → New Proforma. The form is identical to the invoice form. Once saved, the proforma is assigned its own sequential proforma number.

Converting a Proforma to an Invoice

Open the proforma and click Convert to Invoice. A new invoice is created with all the same details. The proforma remains on file and is linked to the invoice.

Delivery Notes

A delivery note is issued after an invoice to confirm that goods have been physically dispatched or handed over to the customer. It lists the items delivered and their quantities, and is typically signed by the recipient as proof of delivery.

Creating a Delivery Note

Delivery notes are created from an existing invoice:

1. Open the invoice the goods were sold on.
2. Click Create Delivery Note.
3. OjaSuite copies all line items from the invoice. Adjust quantities if only a partial delivery is being made.
4. Click Save Delivery Note. A delivery note number is assigned automatically.

The delivery note can be printed and handed to the customer or driver for signature. It is linked to the originating invoice for traceability.