Contents

Introduction ............................................................................................................................................3

Estimate ..................................................................................................................................................4

Create an Estimate..............................................................................................................................4

Estimate List........................................................................................................................................6

Invoice.....................................................................................................................................................7

Create Invoice .....................................................................................................................................7

Invoice List ........................................................................................................................................10

Recurring Profile ...............................................................................................................................12

Archived List......................................................................................................................................14

Outbox Invoices ................................................................................................................................14

Status ....................................................................................................................................................14

Processing .........................................................................................................................................14

Pending .............................................................................................................................................15

Completed.........................................................................................................................................15

Customer...............................................................................................................................................15

Create Customer...............................................................................................................................15

Import Phone Contacts.....................................................................................................................16

Customer List ....................................................................................................................................16

Product..................................................................................................................................................16

Create Product..................................................................................................................................16

Product List .......................................................................................................................................17

Add Inventory ...................................................................................................................................18

Service...................................................................................................................................................18

Create Service ...................................................................................................................................18

Service List ........................................................................................................................................18

Purchase Order .....................................................................................................................................19

Create Purchase Order......................................................................................................................19

Purchase Order List...........................................................................................................................20

Vendor...................................................................................................................................................20

Create Vendor...................................................................................................................................20

Vendor List........................................................................................................................................21

Payments...............................................................................................................................................22

Payments List....................................................................................................................................22

Payments...........................................................................................................................................22

Receivables ...........................................................................................................................................23

Receivables .......................................................................................................................................23

Overdue Invoices ..............................................................................................................................23

Expenses ...............................................................................................................................................24

Expense Dashboard...........................................................................................................................24

Create Expense .................................................................................................................................26

Expense List.......................................................................................................................................27

Report ...................................................................................................................................................27

Sales......................................................................................................................................................27

Dashboard Report.............................................................................................................................27

Sales Report ......................................................................................................................................28

Sales by Customer.............................................................................................................................29

Sales by Item.....................................................................................................................................30

Sales by Sales Person ........................................................................................................................30

Profit Report .....................................................................................................................................30

Sales Tax Report................................................................................................................................30

Payment & Receivables.........................................................................................................................31

Payment Details................................................................................................................................31

Estimate Report ................................................................................................................................31

Credit/Debit Report ..........................................................................................................................31

Expense.................................................................................................................................................31

Expense Details.................................................................................................................................31

Expense by Category.........................................................................................................................32

Expense by Customer........................................................................................................................32

Sales Person ..........................................................................................................................................32

Sales by Sales Person ........................................................................................................................32

Sales Person Commission..................................................................................................................33

Profit by Sales Person .......................................................................................................................33

Expense by Sales Person...................................................................................................................33

Inventory...............................................................................................................................................33

Low Inventory Report .......................................................................................................................33

Product Report..................................................................................................................................33

Product with No Sales.......................................................................................................................34

Customer...............................................................................................................................................34

Customer Sales Report......................................................................................................................34

Customer with No Sales....................................................................................................................35

Customer Expense Report ................................................................................................................35

Customer Credit/Debit Report..........................................................................................................36

Customer Monthly Statement..........................................................................................................36

Settings..................................................................................................................................................36

Sync to Web ......................................................................................................................................36

Change Language..............................................................................................................................37

Change Password..............................................................................................................................37

Introduction

BahaQuote mobile invoice app manages quote services on your mobile/handheld devices. The mobile app is bundled with user friendly features and provides a professional front-end utility for mobile interfaces. It can be quickly installed from Google Play Store (for Android users) and App Store (for iPhone users). Some of the key features of the app include maintaining billing and invoicing records at your fingertips such as creating estimates, generating invoices and purchase orders and reports on sales, products, payments, expenses and so on. The exhaustive Report feature provides an option to view the consolidated data, save the report and send it by email.

The help document describes each feature and how to use it in the app. The app will be updated frequently to enhance the user experience and efficiency. The help document will be updated to keep it in sync with the features of the app.

The home screen also called as the Dashboard (see below) provides a quick view of all the records created by you. Tap on each option to view the record. The plus icon on the screen lets you to create an Estimate, Invoice and Expense. You can either use this option or tap on the Menu option to access the entire menu. Tap on the Sync icon to sync the data.

Estimate

Estimates are created to know the approximate cost of work and associated charges related to it such as shipping, discount, taxes and so on. BahaQuote app lets you create an Estimate for a Service, Product or Expense quickly. The Customer name is required to create an Estimate. See Create Customer for more information.

Create an Estimate

The stage of the Estimate and the Term can be selected from the drop-down window. These are user defined terms that can be configured in Settings.

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Estimate List

Invoice

Generating an invoice for the work completed is one of the key operational aspects of a business. BahaQuote app helps you record such transactions easily and quickly, that not only saves time but helps accelerate the business process.

Create Invoice

The stage of the Estimate and the Term can be selected from the drop down option. These are user defined terms that can be configured in Settings.

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Invoice List

You can view the list of invoices categorized based on the status such as Unpaid, Partially paid and Paid. Tap on each tab to view the information. Each invoice can be processed further using multiple options in the app.

Note: You can search for the invoice, change the view and change the sorting order.

Recurring Profile

Archived List

Outbox Invoices

Invoices that are sent by mail will be listed here. If an email is not sent due to technical issues, it will be displayed under the tab – Pending. Invoices that are mailed to the customer will be displayed under the tab – Sent. Tap on each option to view the list.

Status

Status option provides a summary of Invoices that are being processed, pending approval and completed.

Processing

Pending

Completed

Customer

This is your Customer base which is required to create Estimates, Invoices, Purchase Orders and so on. Wherever you find an option to select the Customer, the data for that field is populated from the list of Customers created here.

Create Customer

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Import Phone Contacts

Customer List

Product

This is your Product base which is required to create Estimates, Invoices, Purchase Orders and so on. Wherever you find an option to select the Product, the data for that field is populated from the list of Products created here.

Create Product

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Product List

Tap on Product List to view the list of products. There are two tabs to show the list of Active and Inactive Products separately. Tap on each tab to see this information. You can sort this information by Product Name, Product Code or Orderly Stock. Tap on the sort icon (see the snapshot below) and tap on the category to be sorted. Your product list will be refreshed with the new sorting order. You can import the product list to .XLS format. Tap on the download icon to download the product list (see the snapshot below).

Add Inventory

Note: by default, the stock is added to the inventory. To reduce the number of stocks, prefix (-) the minus sign with the stock number. This will decrease the stock number

Service

You can create new Services here. When you create a new Estimate or Invoice, the Service field is displayed from the service list created here.

Create Service

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Service List

Purchase Order

Purchase orders are created when you are buying goods or services from a vendor. BahaQuote app makes it easy for you to create purchase orders online so all your purchases can be tracked in one place for easy reference.

Create Purchase Order

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Purchase Order List

Vendor

This is your vendor bases that provide goods and services to you.

Create Vendor

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Vendor List

Payments

Payments List

This feature helps you track your Payments history against Invoices.

Payments

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Receivables

This feature helps you track your receivables and overdue invoices.

Receivables

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Overdue Invoices

Overdue Invoices are those invoices in which due date is greater than current date.

Expenses

This feature helps you track your expenses that are already paid or unbilled. You can create multiple expenses based on categories for each customer. You can also convert expenses into invoice if required.

Expense Dashboard

Create Expense

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Expense List

Report

All transactions created in BahaQuote are available in report format. You can view the graphical representation of the report, save them or mail them using the default features supported by your device. Reports can be viewed from the main menu or from the dashboard. The following sections briefly explain about various reports available in the dashboard.

Sales

Dashboard Report

Tap on the App dashboard. Tap on Sales and tap on the Dashboard Report. This will display the total sales and top customers.

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Sales Report

Tap on Sales Report to view the Sales Report. The report shows the Invoice No, Customer’s name, Date, Status, Received, Balance and Total. You can view the graphical representation of this report and send it by mail. Tap on the graph icon to see the graphical representation (see the snapshot below). Tap on the mail icon to send the report by mail.

Sales by Customer

Tap on Sales by Customer to view the sales by Customer Name, number of Invoices and Amount. You can send this report by mail.

Sales by Item

Tap on Sales by Item to view the sales report by Product Name, Quantity, Amount and Profit. You can send this report by mail.

Sales by Sales Person

Tap on Sales by Sales Person to view the total sales made by the Sales person. In this case, the sales person is the app user. You can view the Total Sales and Profit and send this report by mail.

Profit Report

Tap on Profit Report to view the Profit. You can send this report by mail.

Sales Tax Report

Tap on Sales Tax Report to see the total sales tax value by month. You can send this report by mail.

Payment & Receivables

Payment Details

Tap on Payment Details to view the list of payments received from customers with details such as payment method, date and the total amount. You can send this report by mail.

Estimate Report

Tap on Estimate Report to view the estimates. You can send this report by mail.

Credit/Debit Report

Tap on Credit/Debit Report to see the debit and credit history for each month. You can send this report by mail.

Expense

Expense Details

Tap on Expense Details to view the expenses by status and by date. You can send this report by mail.

Expense by Category

Tap on Expense by Category to view the expenses by category. You can send this report by mail.

Expense by Customer

Tap on Expense by Customer to view the expenses by customer. You can send this report by mail.

Sales Person

Sales by Sales Person

Tap on Sales by Sales Person to view the total sales and profit. You can send this report by mail.

Sales Person Commission

Tap on Sales Person Commission to view the Commission of sales person.

Profit by Sales Person

Tap on Profit by Sales Person to view the Profit and the total profit amount for a sales person. You can send this report by mail.

Expense by Sales Person

Tap on Expense by Sales Person to view the expenses and the total amount for a sales person. You can send this report by mail.

Inventory

Low Inventory Report

Tap on Low Inventory Report to view the product running low on stock. You can send this report by mail.

Product Report

Tap on Product Report to view the top selling product, profit and sales. You can send this report by mail.

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Product with No Sales

Tap on Product with No Sales to view the list of products that have not been sold. You can send this report by mail.

Customer

Customer Sales Report

Tap on Customer Sales Report to view the list of sales for each customer categorized by days. You can send this report by mail.

Customer with No Sales

Tap on Customer with No Sales to view the list of customers with no sales for 30 days. You can also view the list of sales for customers that have been completed and this report by mail.

Customer Expense Report

Tap on Customer Expense Report to view the list of expenses for each customer. You can send this report by mail.

Customer Credit/Debit Report

Tap on Customer Credit/Debit Report to view the debit and credit amount for a customer month wise. Tap on the customer name to select the customer to view the report for each customer. You can send this report by mail.

Customer Monthly Statement

Tap on Customer Monthly Statement to see the total sales and receivables for a customer. Tap on the customer name to view this information for each customer. You can send this report by mail.

Settings

The Settings option on the device lets you change your password, sync settings to the web and change user language. These are the basic settings option. The detailed settings options are available in Administrator Settings in the web application. See Administrator Settings below for more information.

Export Database

Click Export Database to download the database. The downloaded file can be accessed in the BahaQuote folder on your SD card or default storage location on your device.

Import Database

You can also import the database to BahaQuote app. Click Import Database to upload the db file. This will prompt you to keep the .db file in the default location: /storage/emulated/O/Download/offlinedb.db

Appearance of Company

You can modify the email ID, name of your Company, phone number, website address and the company address here. The app will display the Company information in all the transactions as updated here.

Add Logo

To add a company logo, click Add Logo. The app will prompt you to choose a picture from the Gallery or saved locations. Select the logo/image file.

Change Password

Tap on Change Password to change the app password. Follow the prompts to change the password.

Change Email

Enter the new email ID and click Save. The new email ID will be updated.

Custom Fields

These are the user defined fields. If you want to capture specific information in your transaction, you can define up to four custom fields here. The new custom fields defined here will be added to invoice, estimates and purchase orders.

Currency Setup

By default, the currency is set to USD. In the Currency Setup, you can modify the currency option and decimal places.

Set Date Format

By default, the date format is set to mm/dd/yyyy. You can modify it to dd/mm/yyyy.

Set Tax

You can define new tax component here and update the tax registration number. Tap Taxes to define new tax component. The Tax option is now enabled to configure GST tax rates. Click GST Settings to enter the GSTIN (GST Identification Number).

Note :

Set State in the account profile: to enable GSTIN for your business, make sure you have set the State in your profile. Go to Account Profile and Select the State from the dropdown list to add the State.

Add GST to new and existing products: when you Add a new product, GST will be calculated automatically from the Tax settings. To add GST to the existing products, tap GST in the Tax column and select the Tax rate from the dropdown list. The list will show you the tax rate configured in Settings (Intra Tax Rate and Inter Tax Rate).

Intra Tax Rate and Inter Tax Rate: the Intra Tax Rate will be applied to customer invoices if the customer’s location or the business location is in the same State. For invoices outside of the vendor’s State, Inter Tax Rate will be applied.

Stage

The defined payment terms are: Due on Receipt, Net 15, Net 30, Net 45, Net 60 and Net 90. To define a new payment term, tap on the plus (+) symbol, enter the new term and tap Save. The new payment term will be displayed in your new transactions.

Terms

The defined payment terms are: Due on Receipt, Net 15, Net 30, Net 45, Net 60 and Net 90. To define a new payment term, tap on the plus (+) symbol, enter the new term and tap Save. The new payment term will be displayed in your new transactions.

Setup Payment Gateway

By default, the payment gateway is set to PayPal. You can change the default settings here to other payment options supported by the app (Authorize.net or Razorpay for Indian currency).

Invoice Template

The app supports different templates for Invoices. By default, the invoice template is set to Standard. This can be changed to: Basic/Original/Modern/Custom. Tap the radio button next to the invoice template to change the default settings.

Sync to Web

Tap on Sync to synchronize the changes made in the app with the web application. A confirmatory message is displayed when the data is synchronized.

Set Customer Signature

This option lets you use your customer’s digital signature on the invoice. Tap on the drop down list to Allow or Dis-allow this option on your invoices. Tap Save.

Terms and Conditions

You can define the terms and conditions of your contract/sale. The user defined terms and conditions will be displayed in all the transactions. Tap on Terms and Conditions, enter the description in the text box and tap on Save.

Change Language

BahaQuote app is supported on seven International languages including English. See the snapshot below to view the list of language options available. Tap on Choose Language to select the language of your choice.

Export Products

This option lets you download the product list (CSV format) to your device. The CSV file will be saved in the BahaQuote folder in the SD card or the default storage location of your device. Tap on Export to download the data.

Export Invoices

This option lets you download the invoice list (CSV format) to your device. The CSV file will be saved in the BahaQuote folder in the SD card or the default storage location of your device. Tap on Export to download the data.

Export Estimates

This option lets you download the estimate list (CSV format) to your device. The CSV file will be saved in the BahaQuote folder in the SD card or the default storage location of your device. Tap on Export to download the data.

Sync to QuickBooks

This option lets you sync the BahaQuote data with QuickBooks. The data sync will happen automatically if you have registered your Intuit data with BahaQuote. If the app is not able to connect to QuickBooks, you will be prompted to sign-in to proceed with data sync. Please read the information on the app carefully before proceeding.

Capture Location

This option lets you capture the location where the invoice/estimate was generated. The location details will be used to update the customer’s address. You can turn this feature On or Off.

Add Territory

The Territory refers to Sales Territory. You can define new Sales Territory here for your transactions. Tap on the plus (+) symbol to add a new sales territory. Enter the name of the territory and tap on Save.

View Territory

here. Tap on the plus (+) symbol to add a new sales territory. Enter the name of the territory and tap on Save.

Assign Territory

Each Sales Territory can be assigned to a customer. This option shows the list of customers. To assign a sales territory to a customer, follow these steps: tap on the check box next to the customer’s name. Tap on the right tick symbol and select the territory from the drop down list. Tap on Save.

Multi-Device Sync

This option lets you sync your BahaQuote data across multiple devices. If you are using different devices to access your BahaQuote account, you can sync the data using this option.

Manager User Tracking

This option lets you track the user actions for named users such as sales person/admin. You can set the tracking option On or Off here.

User Tracking History

When the user tracking is enabled, you can view the history for users. The tracking report option shows the invoice list for a specified duration.

User

The User options lets you add Users, manage the Users’ list and assign customers to Users.

Add User

This option lets you add a new user to manage the transactions on the app.

User List

The User List shows the list of Active and Inactive users. You can modify the user details for each user. Tap on the user name. Tap on Edit to update the user details. Tap on Deactivate to make the user inactive. Tap on Delete to delete the user from the database. Tap on Cancel Subscription to disenroll the user.

Assign Customer to User

This option lets you assign customers to a named user. To assign a named user to a customer, follow these steps: tap on the check box next to the customer’s name. Tap on the right tick symbol and select the territory from the drop down list. Tap on Save.

Administrator Settings

To access the Administrator Settings, visit www.bahaquote.com. Click Login and login to the web application using your user credentials (registered user name and password). The transactions carried out on your device are backed up in the database. Hence, the web application needs to be in sync with your device. If you make any changes in Settings, sync your device with the web application to integrate the changes. Click Settings. The following screen will be displayed.

Sales Tax

Click Sales Tax to add a new Tax Type. Click each option to enter the tax component. All fields are mandatory to update the tax information. Click Save to save the new tax component

Currency Setting

Click Currency Setting to add a new currency that is not part of your existing currency list. You can also modify/update other attributes such as decimal token, decimal place and so on. Update the field as required and click Save.

Stage

Product Category

Click New Category to create a new Product Category. Enter the Category Name and click Save. You can modify the status of the new category (active/inactive), edit or delete it.

Invoice Template

Schedule

The Schedule option lets you create a schedule for a specific purpose. For example, to trigger an email at specific intervals to a customer, you can create a schedule with start date, end date and frequency. Click Schedule and click New Scheduler to create a new schedule. Select the Start Date, Scheduling and End Date. Enter the Subject and From email ID. In the html designer window, enter the message body, apply the formatting styles, if required and preview the message. Click Save Schedule to add the schedule to the Campaign List.

Set Date Format

Click Set Date Format to change the date format. The default option is MM/DD/YYYY. You can modify the date format to DD/MM/YYYY. Select the format from the drop-down list and click Save to save your changes.

Set Customer Signature

You can get your customer’s signature on the invoice by using the signature pad. To disable this option, select Disallow from the drop-down list and click Save to save your changes.

Expense Category

Click Expense Category to define a new expense. Click Save to save your changes. You can edit/delete the newly created category.

Invoice Location

The app has the GPS location feature to pick up the location of the customer when you are creating Estimates and Invoice. Click Invoice Location and select Disallow from the dropdown list to disable this option. Click Save to save your changes.

Appearance of Company

This option lets you add the company details such as company name, phone number, email ID, website URL and so on. Click Appearance of Company to create a new Account Profile. In the Information section, enter the Company Name, Phone number, Email ID, Website URL. In the Address Information section, enter the company address. In the Company Logo section, upload the company logo image. Click Save to save the information.

Change Password

Click Change Password to change your password. Follow the prompts and click Save to save your changes.

Invoice and Estimate Heading

Click Invoice and Estimate Heading to change the heading/title of the Estimate and Invoice. Click Save to save your changes.

Term

Click Term to create a new term. These are the payment terms for the estimates and invoice. Click New Term to create a new term. Enter the name of the new term and click Save to save your changes.

Setup Payment Gateway

Click Setup Payment Gateway to modify the default payment gateway options. Select from the available payment gateway options and click Save to save your changes.

Trigger

The trigger option lets you add criteria to the email that the user can send to the customer. This is based on the action chosen from the dropdown menu in the Trigger. For example, if the payment is overdue by 30 days, the customer will receive an email to make the payment. You can customize the email body in the designer window, apply formatting styles and preview the message before sending it. After entering the required details, click Save Trigger. You can view the saved Trigger in the campaign list.

Invoice Custom Fields

Click Invoice Custom Fields to create additional/custom fields in the invoice. Update the fields as required and click Save to save your changes.

Vendor

Click Vendor to edit/delete the existing vendor list. Click Add Vendor to create a new vendor. Update the vendor details such as Company Name, Email, Name, Vendor Code and Address details. Click Save to save your changes. The newly created vendor is added to the vendor list.