- A quote is often the first formal document a customer sees from you, and its clarity decides a lot.
- The best quote is created from the sales opportunity itself, so customer details and lines are never typed twice.
- Sending it on WhatsApp and by e-mail from the same system saves time and keeps everything on the customer's record.
- When the deal is won, the lead becomes a contact and an account automatically, and the tax invoice uses the same lines.
"Send me a quote on WhatsApp." In many companies that request starts a long routine: an old Word file, edited names and dates, VAT on a calculator, a PDF sent from a personal phone, and a week later nobody knows where the quote is. This guide shows how to build a professional quote and how the Klamna quotation software sends it on WhatsApp and e-mail and follows it all the way to an invoice.
What makes a quote professional?
- Clear at a glance: your name and logo, the customer's name, quote number, date and validity.
- Ordered lines: one product or service per line with quantity, unit price and discount, core items first, extras after.
- Correct VAT: shown per line or on the total, with no surprises.
- Written terms: payment, delivery or execution time, what is and is not included.
- Easy to open: a clean PDF that reads well on a phone.
Start from the opportunity, not a blank file
Create the quote inside the sales opportunity: convert the lead to an opportunity, set its value and stage, and create the quote from there. The customer's name, phone, e-mail and company fill in automatically, and the quote stays linked to the deal. Simple cases can also get a quote directly for a lead or an existing account.
Building the quote in Klamna
- Add lines from your products and services list, or type a new one; totals, discount and VAT are calculated for you.
- Reorder lines with drag and drop.
- Add terms and notes: validity, payment, delivery time.
- Print or download the PDF to review it.
- Send it on WhatsApp or by e-mail from the quote page; the send is logged on the customer's record.
Similar quote already exists? Use Duplicate to copy it with all its lines and change only what differs.
Why WhatsApp and e-mail together?
Many Saudi customers answer WhatsApp much faster than e-mail, while larger companies need the quote by e-mail for their procurement approvals. With the official WhatsApp API the quote comes from your verified company number, not a sales rep's phone.
Follow-up, then the invoice
Set a follow-up from day one. Because the quote is linked to the opportunity in the CRM, reps see their overdue follow-ups and managers see open quotes and their value. When the opportunity is marked won, the lead becomes a contact and an account automatically. The ZATCA phase 2 e-invoice is then issued with the same lines and sent the same way.
Mistakes that lose deals
- No validity date.
- Vague lines such as "various services".
- Wrong VAT or totals.
- Every rep sending a different-looking quote from their own phone.
- No follow-up at all.
Frequently asked questions
Can I send a quote on WhatsApp directly from the system?
Yes. In Klamna you send it on WhatsApp or by e-mail from the quote page, and it is logged on the customer's record.
Can I copy an old quote?
Yes, Duplicate creates a new quote with the same lines for you to edit.
Does the quote become a tax invoice?
Yes. After approval, the ZATCA-compliant e-invoice is issued with the same lines.
What happens to the lead when the deal is won?
Marking the opportunity won turns the lead into a contact and an account in the CRM automatically.
Want your sales team to send tidy quotes and follow them to invoices? Talk to us and our well-equipped team will show you the platform on your own workflow, or sign up now, build your own package and see the price before you pay.