How QuoteCraft works
One job, from the first quote to the last payment, on the app's own screens.
How a quote comes together
- 1
Your business, set up once
Your logo, colour and details go on every quote.
Your Business
Your tagline
QUOTATION
VAT: 4123456789
12 Main Road, Pretoria
Cell: 082 123 4567
Email: hello@yourbusiness.co.za
Date: 1 October 2026
Quote #: QUO-26-014-Q-001_00
- 2
Your client
Pick a saved client or add one on the spot.
Bill Directed To
Your Client (Pty) Ltd
Accounts Department
Email: accounts@yourclient.co.za
- 3
Lines from your rates
Pick from your rates, in rand, euro, dollar or pound.
Description Resource Rate Qty Total Site assessment Call-out R850,00 1 each R850,00 Installation work Labour R450,00 16 hrs R7 200,00 Supply of materials Materials R3 250,00 1 lot R3 250,00 Delivery Transport R12,50 60 km R750,00 - 4
Totals
Sub-total, VAT and total add themselves up.
Sub-totalR12 050,00VAT (15%)R1 807,50TotalR13 857,50 - 5
The fine print
Scope, exclusions and a timeline, with bold and lists where you need them.
Timeline
Start on site2 November 2026Hand over13 November 2026Scope of Work
Assess the site, supply and install as agreed, test and hand over.
Exclusions
Work outside the agreed scope is quoted separately.
- 6
Photos
Site photos or drawings, each with a caption.
Images
Site before work
Proposed layout
- 7
Sign-off and banking
Who compiled it, and where to pay.
Approved/Compiled by
Name: Your Name
Date: 1 October 2026
Signature: ____________
Accepted by
Name:
Date:
Signature: ____________
THANK YOU FOR YOUR BUSINESS!
Banking Details
Account Name: Your Business
Bank: Your Bank
Account No: 1234567890
- 8
Your client accepts
Send the link. They accept online and their name goes on the quote.
Approved/Compiled by
Name: Your Name
Date: 1 October 2026
Signature: ____________
Accepted by
Name: Your Client
Email: accounts@yourclient.co.za
Date: 3 October 2026
Every job shows its next step
Your dashboard lists the open jobs, where each one stands, and the one thing to do next. A sent quote waits for the client's PO, or for them to accept online.
Upload the PO, the number fills itself in
Upload the client's PO as a PDF or a photo. QuoteCraft finds the PO number for you to check, keeps the PO with the job and puts the number on the invoice.
Invoice the whole job, or stage by stage
- 1
Invoice from the quote
Create invoice on the dashboard brings the client, lines and numbering across.
Your Business
Your tagline
TAX INVOICE
VAT: 4123456789
12 Main Road, Pretoria
Cell: 082 123 4567
Email: hello@yourbusiness.co.za
Invoice #: INV-26-014-I-001_00
Date: 5 October 2026
PO Ref: PO-4455
Bill Directed To
Your Client (Pty) Ltd
Accounts Department
Email: accounts@yourclient.co.za
- 2
The PO number, already there
Read from the PO you saved, so the client's accounts team can match it.
Your Business
Your tagline
TAX INVOICE
VAT: 4123456789
12 Main Road, Pretoria
Cell: 082 123 4567
Email: hello@yourbusiness.co.za
Invoice #: INV-26-014-I-001_00
Date: 5 October 2026
PO Ref: PO-4455
- 3
Bill this stage
Bill part of each line. QuoteCraft shows what is left to invoice.
Description Resource Rate Qty Total Site assessment Call-out R850,00 1 each R850,00 Installation work Labour R450,00 8 hrs R3 600,00 Supply of materials Materials R3 250,00 1 lot R3 250,00 Delivery Transport R12,50 30 km R375,00 - 4
Stage totals
The quote total, what you billed before, this invoice and what remains.
Sub-totalR8 075,00VAT (15%)R1 211,25Quote totalR13 857,50Previously invoicedR0,00This invoiceR9 286,25RemainingR4 571,25 - 5
Due date and signature
Set the due date and add your signature. Banking details come from your settings.
Approved by
Name: Your Name
Date: 5 October 2026
Signature:
THANK YOU FOR YOUR BUSINESS!
Banking Details
Please use the invoice number as reference.
Account Name: Your Business
Bank: Your Bank
Account No: 1234567890
- 6
Send it
Download the PDF or email it. The next stage is one click away when you are ready.
Proof of payment closes the loop
Upload the client's POP. QuoteCraft reads the amount and invoice number from the bank's PDF, marks the invoice paid, or part paid, and the next stage is ready to invoice.
Then the job's next step is Create invoice again, for the next stage.