Customer documents and communication: guides

204 guides in this section. Pick the question closest to yours, or browse by tool. Page 2 of 9

• Can a wholesale quote with 150 product lines fit in one PDF?What happens when a quote gets long: the 200-line limit, the table spread over several pages with a repeated header and page numbers, and what to know first.
• Why did question marks appear in my quote PDF instead of some symbols?Why ‘?’ shows up in a quotation PDF: emoji and invisible characters the embedded font does not cover. How the tool tells you how many, and how to remove them.
• My prices already include VAT, so why is the quote total higher than my price?The quotation generator treats every unit price as before tax and adds the rate on top. How to turn tax-inclusive prices into net ones first, with worked examples.
• How do I quote a three-month social media retainer with a commitment discount?How a social media manager can quote a three-month retainer: months as the quantity, the monthly fee as the unit price, and a commitment discount, in AED.
• How do I quote event catering priced per guest?How a caterer can quote a per-person price: guests as the quantity, a children's menu as its own line, service as a fixed line, and how to reissue when numbers change.
• The client negotiated the price down; how do I issue a revised quote?How to issue a revised quote after negotiating: a clear revision number, a fresh date and validity, and showing the concession as a discount line, not a silent price cut.
• Why did the quote add my basic and premium packages together instead of showing two options?Every line on a quote is part of one order, so the tool adds them all up. How to offer basic and premium packages as separate options the client can choose between.
• Does a refundable rental deposit belong as a line on the quote or in the notes?Why entering a refundable deposit as a quote line inflates both the total and the tax, how to state it in the terms instead, and how to issue a separate receipt for it.
• Customers ask prices in Instagram DMs; should I reply with a number or a PDF quote?When a quick number in Instagram DMs is enough, when an order deserves a numbered PDF quote with terms, and how to deliver it if the chat will not take files.
• My client copied Arabic text out of the quote PDF and it came out jumbled; why?A quote PDF displays and prints correctly, but its Arabic text can paste out reversed or broken in some programs. Why, and what to do when a client needs the text.
• Where does the client company's VAT or registration number go on a quote?The optional ‘Tax or registration number’ field in both party blocks: where it prints on the PDF, its limits, and how to fit two numbers into one field.
• Could someone alter the prices in my PDF quote after I send it?A quote PDF has no password or digital signature, so PDF editors can change it. What really protects you: the quote number, your copy and written acceptance.
• I freelance in Dubai: is a simple PDF invoice enough, or do I need e-invoicing software?What a simple PDF invoice does and does not do for a UAE freelancer, who decides whether you must e-invoice, and a worked example at the rate you enter.
• The client paid a deposit before the shoot; how do I show it on the final invoice?Enter the full job as usual, then put the deposit in the amount-paid field: the invoice shows total, paid and balance due. A worked 3,000 SAR shoot.
• Why does the invoice tool say the amount paid is more than the total?What the 'amount paid is larger than the invoice total' error means and how to fix it: a missing line, a tax rate left out, or a client who overpaid.
• How do I invoice half of a project upfront before I start?An advance invoice with one line naming the milestone and quote number, then a second invoice for the rest. Worked through for a 12,000 SAR website project.
• How do I bill 37 hours 45 minutes of development work at an hourly rate?Convert minutes to a decimal before entering the quantity: 37 hours 45 minutes is 37.75, not 37.45. A developer's invoice at 180 AED an hour, worked through.
• Which currency and tax setting should I use to invoice a client in the US?Pick the agreed currency from the list and leave the tax field empty if you charge none. The tool does no currency conversion. A 2,250 USD example.
• Where do I put my IBAN, bank name and payment deadline on the invoice?The 'Payment details' field prints as its own block under the totals, and the due date shows in the header. How to lay out bank details so clients pay first time.
• Why does my invoice show 15.00 tax when my calculator says 14.9985?A riyal has only two decimals, so the tool rounds tax to the nearest halala, halves up. Worked through for 99.99 SAR, and why the summary and PDF always agree.
• Why do I get an error when I enter the invoice due date?The tool rejects a due date earlier than the invoice date. The usual causes: changing the invoice date afterwards, a misread day and month, or the wrong year.
• Should an invoice show the discount as a line or just the reduced price?Both give the same total because the tool applies the discount before tax, but a visible discount line records what the client saved. A 2,000 SAR example at 10% off.
• Is it safe to type my client's tax number and address into an online invoice maker?Here the invoice is built inside your browser: client details are not sent to a server or stored. What that means in practice, and why you must keep your own copy.
• Why does every page of my invoice say it is not a certified e-invoice?What the notice printed in every page footer means, why it cannot be removed, what the file lacks to be an e-invoice, and what to tell a client who asks.