Create quotes and send them directly

01Why quotes make the difference

First impressions count — including with quotes. When a potential client receives a cleanly formatted, professional quote, it signals competence and reliability. Conversely, a cobbled-together Excel spreadsheet or a Word document with misaligned columns can raise doubts before the project has even started.

Yet many self-employed people in Switzerland still create their quotes manually -- often using a quote template. They copy line items from old documents, calculate VAT by hand, and send PDFs via email. This is error-prone, time-consuming, and — once the client accepts — everything has to be retyped into an invoice.

02What makes a good quote

A quote is more than a price list. It's a binding offer that can constitute a contract when accepted by the client. That's why it should contain certain details — both from a legal perspective and for professionalism.

Particularly important: the validity date. Without a clear expiry, the quote theoretically remains valid indefinitely — which can become problematic if your prices change. einzly automatically sets a validity date that you can adjust individually.

03Creating a quote in einzly — step by step

Creating a quote in einzly takes just a few minutes. Here's the process:

04Send directly by email

Once your quote is ready, you can send it directly from einzly by email to your client. No detour via Outlook, no PDF attachment, no manually copying email addresses.

The client receives an email with your logo and a personal message. Instead of a PDF attachment, the email contains a secure link to the quote. This has several advantages:

• No PDF that ends up in the spam folder or can't be opened
• You can see whether the client has opened the quote (status tracking)
• The client can accept or decline directly online
• You can add a personal message to the email

05What your client sees

Your client doesn't need an einzly account. They click the link in the email and see a professional view of the quote — in their browser, on any device. The view includes:

• Your logo and accent colour — the quote looks like it's from you, not from einzly
• All line items with unit prices, VAT, and total amount
• Validity date and payment terms
• Buttons to accept or decline the quote
• Option to download the quote as a PDF

When the client clicks 'Accept', you receive an instant notification. The quote status automatically changes to 'Accepted' — no need to chase up or make phone calls.

06From quote to invoice — one click

The biggest time waster with manual quotes: once the client agrees, you have to transfer everything into an invoice again. Retype line items, check amounts, recalculate VAT. It's not just tedious — it's a source of errors.

In einzly, one click is all it takes. On the accepted quote, you'll find the 'Convert to invoice' button. einzly automatically creates a new invoice with all the data:

• Client details are fully transferred
• All line items, quantities, and prices are identical
• VAT calculation remains correct
• The invoice is linked to the quote — seamless traceability

The invoice opens as a draft so you can still make adjustments if needed (e.g. change the payment deadline or add a line item). Then you send the invoice directly from einzly.

07Status tracking in the dashboard

In the quotes dashboard, you can see at a glance where each quote stands. einzly uses a clear status system:

This way you keep an overview — even when you have ten quotes open at the same time. Filters and sorting help you quickly find the right quote.

08Comparison: Word/Excel vs. einzly

Here's a side-by-side comparison of typical quote creation with traditional tools and with einzly:

09Frequently asked questions