PDF quote builder

The PDF Quote Builder at Odoo Sales is a feature that lets you create fully customized PDF files for quotes. It allows you to include several elements, such as:

• Headers and Footers with branding and business information.
• Dynamic text fields that automatically fill with customer, order, and product details.
• Product descriptions and pricing details that are neatly organized and easy to read.

This functionality helps businesses create quotes that not only look professional but also include all the necessary information in a well-organized manner.

Why Use the PDF Quote Builder?

• Enhanced Professionalism: Customizing PDF quotes adds a professional touch to your sales process and enhances your company’s branding.
• Improved Customer Experience: A personalized quote is more engaging, providing a better experience for your clients.
• Efficiency and Accuracy: With dynamic fields, you can automatically populate key information such as product names, prices, and customer details, reducing the chances of errors.

Configuring the PDF Quote Builder

To use the PDF Quote Builder in Odoo Sales, it must first be enabled and configured. Here’s how to set it up:

1. Navigate to the Settings Page:
   • Go to the Sales app in Odoo.
   • Click on Configuration > Settings.
   • Scroll to the Quotations & Orders section and find the PDF Quote Builder Make sure it is activated.
2. Adding Custom Header and Footer PDFs:
   Odoo allows you to add custom PDF files that will be used as headers or footers in your quotations. Here’s how you can add them:
   • Navigate to Sales > Configuration > Headers/Footers.
   • Click on New or Upload to add a custom document.
   • You can then edit the document and select whether it will be used as a Header or Footer for your quotes.
3. Upload and Edit Documents:
   • After uploading a PDF, Odoo allows you to configure dynamic fields and specify whether the document should appear as a header, footer, or both.
   • The dynamic fields let you automatically populate values such as Sales Order Reference, Customer Name, Total Amount, etc.

Adding Dynamic Text in PDFs

The power of the PDF Quote Builder lies in its ability to auto-fill dynamic fields, making the quotation process efficient and personalized. Here’s how dynamic fields work in Odoo:

1. Common Dynamic Fields:
   These fields will be automatically populated based on data from the sales order:
   • For Header/Footer:
     • name: Sales Order Reference
     • partner_id__name: Customer Name
     • user_id__name: Salesperson Name
     • amount_total: Total Amount
     • validity_date: Expiration Date
   • For Product Information:
     • description: Product Description
     • quantity: Quantity
     • uom: Unit of Measure
     • price_unit: Price per unit
     • discount: Discount applied
     • tax_incl_price: Tax-included price

2. Configuring Dynamic Fields:
   After uploading a custom PDF, you can map these fields by specifying the corresponding path. For example:
   • To map the Sales Order Reference to a dynamic text field, use sale_order.name for the header.
   • If you have a custom note field (e.g., custom_note), leave the path empty, and the salesperson can manually enter a note in that section.

Adding PDF Files to Products and Product Variants

Odoo allows you to add PDFs directly to product pages. When a product with a custom PDF is included in a quotation, that PDF is also included in the final quote.

Here’s how to add PDFs to products:

1. Navigate to the Product Form:
   • Go to Sales > Products > Products.
   • Select the product you want to add a custom PDF to.
2. Upload the PDF:
   • Click on the Documents smart button at the top of the product page.
   • Upload your desired PDF, configure it, and select whether it should appear in the Quotation or Confirmed Order.

3. Product Variants:
   • If the product has variants, PDFs can also be added at the variant level. This ensures that if a variant is chosen in the quotation, the relevant PDF is included.

Generating PDF Quotes

Once everything is configured, generating a custom PDF quote is easy:

1. Create a Quotation:
   • Create a new quotation in Odoo Sales and add products, services, and any required information.
2. Select the PDF Template:
   • In the Quote Builder tab, choose the custom headers, footers, and product PDFs to be merged into the final document.
3. Generate the PDF:
   • Once the quote is ready, click on the gear icon on the quotation page and select Print > PDF Quote.
   • The PDF will automatically include all the configured documents and dynamic fields, and you can download it for use or send it to your customers.

Best Practices for Using PDF Quote Builder

• Keep It Clean and Simple: Avoid overloading your quotes with too much information. Focus on the key elements your customers need.
• Brand Consistency: Use your company’s colors, logos, and fonts in the header and footer to maintain brand consistency across all quotes.
• Utilize Dynamic Fields: Make sure to use dynamic fields to auto-fill customer and product details. This reduces errors and saves time.