The starting point of every order is the offer.
You can find it under Sales > Offer and create it there with all the necessary information and the products you want to propose.
Tip: Work systematically from top left to bottom right through the form. This way you ensure that no details are missed or overlooked.
First, select the customer to whom the offer will be sent.
If the customer already exists in the system, you can find them using the quick search – otherwise, you can create a new record directly.
You manage all customer data centrally under Sales > Organizations.
You can also add or edit contact persons, the billing address, and partner conditions (e.g. for commission agreements). Keyline automatically stores all contact details per organization, making them available for all future offers.
In the second row, Keyline automatically assigns the customer consultant preparing the estimate. You can also define another contact person who will appear on all offers, order confirmations, and invoices.
👉 Important: Sales contacts automatically receive a copy of all generated PDFs sent by email.
The completion date you define, together with the selected shipping method, determines the delivery date (e.g. self-delivery = 0 days, DHL Express = +1 day, freight forwarding = +2 days).
Next, you can add a product – either based on an existing template or by creating a completely new product.
Once at least one product has been added to the order, you can optionally add further details: payment terms, packaging and shipping costs, and, if applicable, environmental certification.
An additional text can appear on all offers and order confirmations. It is used to provide supplementary information, such as shipping addresses or optional costs for special services.
Before sending, you can preview the offer as a PDF and, if necessary, adjust the email text.
After sending, the paper plane in the order view indicates the status:
Green = Offer successfully sent.
Red = Offer, order confirmation, or invoice was likely not delivered.
Depending on the customer’s email server settings, you may also receive feedback on whether the message was delivered and/or read.
