PDF Quotes and Invoices

What Your PDFs Look Like

Gone are the days of scribbling quotes on the back of a fag packet. A.X.E.L generates clean, professional PDF documents that make your business look the part.

Every PDF includes:

• Your business name and logo at the top
• Your contact details — phone, email, address
• Customer details — pulled from the lead/job
• Itemised breakdown — each line item with description, quantity, and price
• Totals — subtotal, VAT (if applicable), and grand total
• Reference number — unique quote or invoice number for your records
• Date — when it was created

It looks like something a proper company sends out. Because you are a proper company.

Your Logo on PDFs

Your logo appears in the top corner of every quote and invoice. To set it up:

1. Go to Settings → Business Profile
2. Tap Upload Logo
3. Pick your logo image (PNG or JPG works best)
4. Save — it'll appear on all future PDFs automatically

If you don't have a logo yet, A.X.E.L will use your business name in bold text instead. Still looks tidy, but a logo makes a much better impression. If you got your website through A.X.E.L, your logo's probably already uploaded.

Quotes vs Invoices — What's Different?

They look similar but serve different purposes:

Quotes are what you send before the work:

• Marked as "Quote" at the top
• Include a validity period (e.g., "valid for 30 days")
• Show estimated costs
• Customer can accept or decline
• No payment terms — it's a proposal, not a bill

Invoices are what you send after the work (or for deposits):

• Marked as "Invoice" at the top
• Include payment terms (e.g., "due within 14 days")
• Show your bank details or payment instructions
• Have a unique invoice number for your accounting
• Can be marked as paid/unpaid in the system

💡 You can convert a quote into an invoice with one tap. All the line items carry across — no retyping.

Creating a Quote or Invoice

From any job, tap Create Quote or Create Invoice. Then:

1. Add your line items — description, quantity, unit price
2. Add notes if needed (e.g., "price includes materials")
3. Set the validity or payment terms
4. Preview the PDF to check it looks right
5. Save it

The whole thing takes a couple of minutes. Do it in the van after a site visit while it's fresh in your head.

Downloading and Sharing

Once your quote or invoice is saved, you've got options:

• Download PDF — saves it to your phone or computer
• Share via WhatsApp — sends the PDF directly to the customer's chat
• Share via email — fires off a professional email with the PDF attached
• Copy link — generates a shareable link the customer can view in their browser

Most tradesmen share via WhatsApp because that's where the conversation already is. One tap, PDF sent, done. The customer gets a proper document they can review and refer back to.

All your quotes and invoices are stored in A.X.E.L permanently. Need to resend one from six months ago? Find it in the job history and share it again. No digging through emails.