Quotes, invoices, contracts
Overview
Your commercial documents are in one place. Which areas appear depends on what your provider has enabled — usually quotes, invoices, contracts and returns.
Every document is available as a PDF. The PDF is the binding version; the portal view is a convenient reading version of it.
Core tasks
Review and accept a quote. The detail view shows line items, totals and validity. Where approval is intended, there is a button for it — your decision is recorded with a timestamp. If the quote offers several variants, you choose exactly one of them when accepting. If it contains optional lines, you tick the ones you add when accepting; lines you do not want to order are unticked under Accepted lines — that is a partial acceptance, and exactly the scope you chose is ordered. If something does not fit yet, use Request change to ask for a revised version — the quote stays open meanwhile.
Approve straight from the quote email. The email for the quote carries the View and approve online button. It signs you in to the portal once and opens the quote — the link is valid for 7 days and works exactly once. If it has expired or was already used, sign in as usual; the page then takes you to the same quote.
View your prices and terms. Under Prices you find the price lists your provider has agreed for your company — with their validity. A click expands a list: per item or category the agreed price or discount, from which quantity it applies and until when. You only see valid, approved terms of your own company; they apply automatically in quotes and orders. The page is unlocked with the portal permission View own prices and terms.
View invoices. The list shows number, date, amount and whether payment has been received. You download the PDF from the row. At the top, Total open items shows all open invoices less open credit notes, per currency — the same figure as in your provider's accounts. An open credit note can turn the total negative; your provider then owes you the amount. The portal notifies you of a new invoice, an overdue invoice and a received payment (bell and email); under Profile → Notifications each of the three can be switched off.
Read contracts. Term, scope of service and notice periods are in the detail view.
Your contract's quota. If your contract includes a quota of hours, the contract detail lists under Quotas (current period) each quota's period, the consumption against the available amount (as a bar), a carry-over from the previous period and the remainder. A negative remainder is shown in red — more work has been done than the quota contains, and your contract defines how that is billed. If the quota of the current period is used up or exceeded, a warning appears above it as well. Under Earlier periods you see the recently closed periods of each quota, newest first: available amount, consumption and the result — overage, carried over to the next period, unused or used up exactly. The view is read-only and reflects the time entries your provider has booked. It is enabled with the portal permission View quotas.
Follow orders and shipments. Under Orders you see your confirmed orders with delivery and payment status; the detail shows the lines with delivered quantity and the shipments with status and tracking link. The view is read-only. It is enabled by the portal permission view orders and shipments.
Register a return. Where the area is enabled, you register a return and follow its status.
Fields in detail
Documents are read and answered in the portal, not edited. What you can enter is the decision about them.
Quote
| Field | Required | Values / format | What it does |
|---|---|---|---|
| Accept | — | button | Declares acceptance bindingly. The time and your account are recorded; on the provider's side the work proceeds from there. |
| Request change | — | button with a description (required) | Records your change request with time and name. The quote stays open; your contact is notified with your text and sends you a revised version. |
| Reject | — | button with a reason (required) | Ends the quote. The reason helps the provider more than any statistic. |
| Valid until | — | date, read only | Until when you can decide. After that the quote has expired; your account manager can renew it with a new deadline. |
| Lines | — | display | The priced lines of the quote with their net amount; optional ones are marked optional. |
| Add optional lines | no | choice when accepting | Lines not included in the price. What you tick counts towards the total from acceptance on and is ordered as well. |
| Accepted lines | no | choice when accepting (with more than one line) | All regular lines are ticked. Untick what you do not want to order — the quote is then partially accepted, total and order follow your choice. At least one line must remain; if you want nothing, reject. Your choice is part of the recorded evidence. |
| Variant | yes, if the quote has variants | choice when accepting | If the quote contains variants (e.g. Basic and Premium), the portal shows each with its total. When accepting or signing you choose exactly one; without a choice the acceptance is not taken. Only the chosen variant is ordered. |
Invoices and contracts
| Element | From | What it means |
|---|---|---|
| Outstanding amount | invoice minus recorded payments | What is still open. A payment not yet recorded does not show here yet. |
| Due on | payment term of the invoice | By when to pay. With an early-payment discount the shorter deadline is shown beside it. |
| document output | The document to download — the same file you received by mail. | |
| Contract term and notice period | contract | How long the contract runs and by when it can be cancelled. The notice period is counted back from the end, not from today. |
| Quota: consumed / available | time entries of the current period | How much of the quota has already been used. Available includes a carry-over from the previous period if your contract provides for it. |
| Quota: remainder | quota minus consumption | What is still open in this period. Negative (red) means more work was done than the quota contains. At zero or below a warning appears. |
| Earlier periods | closed periods of the quota, at most twelve | Per period the time span, Available (target plus carry-over), Used and Result: overage, carried over, unused or used up exactly. |
Returns
| Field | Required | Values / format | What it does |
|---|---|---|---|
| Items and quantity | yes | selection from the delivery | What goes back. More than was delivered cannot be selected. |
| Reason | yes | selection | Why. It governs the further handling — a defect runs differently from a wrong order. |
| Note | no | text | What the provider should additionally know. |
Settings & permissions
You only see documents and terms belonging to your company. Whether you may accept a quote bindingly depends on the release granted by your provider.
FAQ & troubleshooting
The amount in the portal differs from the PDF. That must not happen — report it to your account manager. The PDF is binding.
A quote can no longer be accepted. Then it has expired or was withdrawn. Your account manager can issue a new one.
I cannot find an old invoice. Check the list filters — completed documents are often hidden.