2. Quotations, Item Estimation & Sales Orders

This guide explains how Edge Home Solutions translates approved 3D designs into itemized quotations, applies the 50-40-10 milestone payment structure, and secures client contracts to generate active Sales Orders.

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1. Natural System Flow Position

flowchart LR
    A["1. Lead Intake & 3D Survey"] --> B["📌 2. Quotation & Contract"]
    B --> C["3. 50% Deposit Invoicing & Receipt"]
    C --> D["4. Project Execution & Workshop"]
    D --> E["5. Progress/Final Invoicing & Closeout"]
    style B fill:#2563eb,stroke:#1d4ed8,color:#ffffff

🖥️ Live ERP Desk Screens for Step 2

• ➕ Create New Quotation Screen — Draft a new customer proposal.
• 📋 All Quotations List — View sent, approved, and pending quotes.
• 📦 All Sales Orders List — View confirmed client contracts ready for billing & project execution.
• 🏷️ Item Master Directory — Browse joinery items, standard linear rates, and hardware codes.
• 📑 Payment Terms Templates — View/configure the 50-40-10 milestone schedule.

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2. Drafting an Interior Fitting Quotation

Step-by-Step Creation:

1. Open the qualified Lead and click Create → Quotation (or navigate to Selling → Quotation → + Add Quotation at + Add New Quotation / Quotation List).
2. Quotation To: Select Lead or Customer.
3. Company: Edge Home Solutions.
4. Valid Till Date: Set quotation validity (typically 30 days).
5. Payment Terms Template: Choose Interior Fitting Standard (50-40-10).

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3. Standard Joinery Item Master Table

Add custom joinery units, hardware packages, and professional installation line items:

Item Code	Item Description	Unit of Measure	Standard Scope / Specifications
EHS-KTC-MOD-001	Bespoke Modular Fitted Kitchen	Linear Meter	High-gloss acrylic/melamine shutters, 18mm marine plywood carcass, soft-close hinges
EHS-QRTZ-CAL-20	20mm Calacatta Quartz Worktop	Linear Meter	Polished solid quartz slab, undermount sink cut-out & polished 40mm mitered edge
EHS-WRD-FIT-001	Custom Built-in Wardrobe	Linear Meter	Floor-to-ceiling wardrobe with hanging lift, internal drawers & LED aluminum channel
EHS-VNT-FLT-001	Floating Bathroom Vanity Unit	Set	Moisture-proof marine ply vanity with twin soft-close drawers & stone counter
EHS-TV-PNL-001	Luxury TV Feature Wall Unit	Set	Fluted panel backdrop, floating media console, and ambient warm LED profile lighting
EHS-SRV-INST-FIT	Master Carpenter Site Installation	Nos	On-site assembly, laser leveling, wall mounting, scribe fitting & clean snagging

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4. The 50-40-10 Milestone Payment Terms

Edge Home Solutions standard commercial contracts divide payments into 3 milestone tranches:

┌──────────────────────────────────────────────────────────────────────────┐
│              EHS Standard Milestone Payment Terms (50-40-10)             │
├──────────────────────────┬────────────┬──────────────────────────────────┤
│ Milestone Description    │ Percentage │ Trigger Condition                │
├──────────────────────────┼────────────┼──────────────────────────────────┤
│ 1. Initial Deposit       │    50%     │ Contract Signing & 3D Sign-off   │
│ 2. Progress / Delivery   │    40%     │ Workshop Pre-assembly & Delivery │
│ 3. Final Retention       │    10%     │ Joint Snag Sign-off & Handover   │
└──────────────────────────┴────────────┴──────────────────────────────────┘

• 50% Advance Deposit (EHS 50% Advance Deposit):
  • Trigger: Contract signing and 3D architectural design sign-off.
  • Operational Purpose: Unlocks raw material procurement (MDF/plywood boards, quartz slabs, hardware) and initiates workshop CNC panel sizing.
• 40% Progress Delivery (EHS 40% Workshop Completion / Delivery):
  • Trigger: Workshop carcass pre-assembly completion and dispatch staging to client site.
  • Operational Purpose: Covers fabrication labor, transport, and initiates on-site carcass mounting.
• 10% Final Retention (EHS 10% Final Retention Handover):
  • Trigger: Joint snagging walk-through, door alignment, and signed Handover Acceptance Form.
  • Operational Purpose: Final customer satisfaction sign-off and warranty initiation.

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5. Converting Quotation to Sales Order

Once the client accepts the proposal:

1. Open the submitted Quotation.
2. Click Create → Sales Order.
3. Verify items, quantities, delivery date, and payment terms.
4. Click Save and Submit.

IMPORTANT

Immediate Action Required: Do NOT begin procurement or workshop fabrication until the client has paid the 50% Advance Deposit. The next mandatory step is generating the Milestone 1 Sales Invoice and recording the Bank/M-Pesa payment receipt!

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6. Next Step in System Flow

➡️ Proceed to 3. Initial Invoicing & Deposit Receipting (Milestone 1: 50%)