Contents of the article

1. Creating an offer


You can create new offers on the "Offers" tab by clicking the "+Offer" button. You can also click the "+Offer" button in the navigation bar that is always visible when you are on the management side of Koho.



The offer form has four tabs: basic information, products, invoicing and document (offer template). The preview tab opens the offer into a preview window.



If you click the "Save snapshot" button, you can create a draft of the offer. The draft is removed when you click the "Save" button and an official offer is created. Alternatively, you can select the "Draft" field and click "Save". The draft is removed when the selection is removed and the offer is saved. Offer drafts are not shown on statistics or reports, and they can be deleted freely. Official offers have to be either accepted or rejected, and they cannot be deleted.


2. Basic information of the offer


On the first tab, you can give basic information about the offer. Name and customer are mandatory fields. You can add an existing customer by using the "Customer search" option or create a new customer from the "+ New customer" button. This means that you don't have to create the customer before doing an offer but you can create them at the same time. As you save the offer, the customer information is also saved to Koho. Read more about creating customers from this article: 3.1.1 Creating a customer.


If you edit customer information while making an offer, the changes are saved to Koho. This is handy if you e.g. notice that the invoicing or delivery address of the customer has changed and you can update them right away.



You can also give the following information about the offer:

  • Description: A description of the offer for internal use.
  • Valid until: Here you can determine the date that the offer is valid until. The default is 30 days forward from the day the offer is created.
  • Probability: You can define the probability that the offer will be accepted. 
  • Responsibilities: You can define responsible persons for the offer and their role. Seller is the first responsible person as a default. If the offer is later turned into a contract, it has the same responsible persons as the offer.


3. Products


On the "Products" tab you can define all products that the offer consists of. Start adding products by clicking the "+Add product" button.



When you click the "+Product" button, the "Select products and services" window is opened. You can find the desired products from the list or use the search bar to find them. A product is selected by clicking the "+" sign next to its name. You can also add product bundles to the offer by clicking the "Open / Close" link. After you have selected all the desired products, click the "Add selected products" button.



Now you can see the products on the "Products" tab. Click on the product row to open additional information fields. There you can make the following definitions:

  • Name: Name of the product that is shown on the offer.
  • Invoice description: A description that is shown on the customer's invoices.
  • Internal description: An internal description that is only visible internally.
  • VAT%: Percent for value added tax
  • Cost: Cost of the product to your company. Costs are used e.g. when calculating sales margin.
  • Price for term: You can determine a price for invoicing term. This way the amount of products is not multiplied with the invoicing term. For instance, if the customer is invoiced yearly, the invoice says 1x1488€, not 12x124€. Price for term can only be defined for recurring products.
  • Discount: A discount to the defined price. You change discount to euros by clicking the percent sign.
  • Periodic discount: Functions in the same way as regular discount but the discount period is defined.
  • Accounting account: You can define an accounting account for the product.
  • Accounting target: You can define an accounting target for the product.
  • Term: If the product needs to be invoiced only for a certain period, you can define the start and end dates for the invoicing. For instance, if you have a product called "Deployment" that is invoiced only for the first three months of the contract, you can define the end date accordingly.
  • Schedule changes: You can schedule a change to the product's amount or price to happen on a certain day. 



You can also add headers and groups to the offer. Note that these are visible on offers and contracts, but not on invoices. The buttons are above the product rows.


Headers can be used to group products.



Groups can be used to create separate groups that are shown separately from other products on the offer template. With the "Billed by hours" selection you can define whether the groups' products are automatically invoiced or if they are invoiced by actual hours. If the "Option group" field is selected, the products on the group are not shown on e.g. sales reports. You can also give a description for the group and select a billing date (if the "Billed by hours" is not selected).



4. Invoicing

On the invoicing tab you can define billing information for the contract that is created from the offer. If your offer includes single products, you can define a billing date and payment for them. 


For recurring products, you can define whether the contract is in effect indefinitely or definitely, when the billing starts and what is the billing interval in months. You can also decide if the term is invoiced upfront or afterwards. 


Note that defining the invoicing information does not actually create invoices to Koho. You have the option to define them in order to show them on the offer. Billing begins only after the offer has been turned into a contract and the contract has been activated.



5. Document (Offer template)


Offer templates can be used when you want to send offer documents straight from Koho to your customer. If your company is using offers only to follow sales data and offers are sent to customers in some other way, you can ignore this tab and the preview tab, and simply save the offer. 


Offer templates (and other possible templates) are always customised to your company's needs and visual appearance. For this reason, building offer templates is always charged according to our current price list. If you would like to use this feature, please contact our customer service at asiakaspalvelu@kohosales.com to get started.


If your company already has offer templates, on the "Document (Offer template)" tab you can make changes to it. 


From the "Choose template" section you can choose which template you want to use (if your company has several templates). You can also choose the file format. Pdf documents are the default value. From the "Page" breaks section you can define in which parts of the document there will be a page break. To the "Custom fields" you can write some text or add clauses from the "Add clause" button. Clauses are predetermined parts of document templates which make it a lot faster to create offers because you don't have to write repeating parts every time you are creating an offer. Clauses are managed on the "Clauses" tab on "Documents" page in "Settings".



You can also add clauses from the "Clauses" tab. If there are default clauses for the offer template, they are also shown on this page.



On the "Attachments" tab you can add attachments to the offer template.

  • From the "Open menu" button you can see all attachments that have been saved to your company's Koho account. Attachments are managed in "Settings" on the "Document" section's "Attachments" tab. 
  • From the "Upload file" you can upload a new file to the offer. The file has to be in pdf format. 


6. Preview


You can preview the offer from the "Preview" tab. The preview opens into a new tab. The picture below is just an example, in the actual preview you can see your company's customised template.