Quote, sale and invoice

Every item added to the fitting goes into the quote, in the Recommended items block. Several paths lead to the same result:

• the Item or Add an item buttons on the fitting page;
• the session mode club builder, with Add to quote;
• on the Pro and Full plans, Recommend on a tested club, or Add to quote on an AI analysis recommendation.

On each item, the pencil edits it and the bin deletes it. The Move up and Move down arrows set the order used on the PDF and in the portal. The priority (High, Medium, Low) is an internal marker: the client never sees it.

Item entry in detail (catalogue, shafts, grips, upcharges) is covered in Catalogue and club builder.

Below the items, the summary shows the Subtotal and the discount when there is one, then the Fitting fee, the Total excl. VAT, the VAT line and the Total incl. VAT. Prices are entered including VAT.

• The rate is set in Settings, Shop tab, VAT rate (%) field of the Legal identity (invoices and receipts) part, reserved for the admin.
• If your business is exempt from VAT (French franchise en base), turn on VAT exemption (franchise en base) in the same place. The total no longer shows any amount excl. VAT or VAT, and the exemption notice is printed on the quote PDF and on your invoices: “TVA non applicable, art. 293 B du CGI”, or in English “VAT not applicable, article 293 B of the French General Tax Code”.
• Quote validity (Edit button, Fitting tab) sets the “Valid until” date printed on the PDF. It is 30 days by default.

• Download PDF produces the fitting recommendation: recommended clubs, prices, total, notes and signature area. The document is written in the language chosen for the shop (Language field).
• The client can sign on the spot: Sign for approval, sign with a finger or the mouse, then Confirm signature. The signature appears on the PDF.
• Client portal emails the client the link to their space if they have an address. Otherwise the link is generated and you can copy it. There they find the quote and its status (Quote or Sold), the PDF to download and the invoice if you issued one.

Sending the portal link also publishes the AI summary if it is still a draft. See Client portal.

When the client buys, click Sold in the Sale row of the fitting page. This status is a declaration: it says the quote became a sale, it records no payment.

• The sale date is recorded.
• The items appear in the Orders view of Fittings, to track what still needs ordering.
• A Delivered box appears on each item, and the delivery status updates itself.
• With the automatic reminders of the Full plan, a regrip reminder is scheduled 14 months after the sale.
• The fitting counts in the declared sales of the Finance page.

Made a mistake? Click Quote: the sale date and the regrip reminder are cleared.

The invoice is optional: only issue one in GolfSpec if your till does not produce it. It is never created automatically, and issuing it does not change the sale status.

1. 1For a business client, click Edit next to Billing details: fill in Company (business client), Billing address and VAT number, then save. These details are printed on the next invoice issued.
2. 2In the Invoice block, click Issue an invoice.
3. 3Confirm: the number is final and the invoice is kept for 10 years.
4. 4Download the PDF with Download.

• Only an admin or a manager can issue an invoice or a credit note.
• The total must be above zero.
• Numbers follow on without gaps, in a prefix, year, number format (for example FAC-2026-0001). The prefix and counter are set in Settings, Shop tab, Invoice numbering panel. The counter can only move forward.
• The legal details in the invoice footer (company name, SIRET, trade register, VAT) come from the Legal identity (invoices and receipts) part of the settings.

An issued invoice is frozen: it cannot be edited or deleted. If the fitting total changes after issue, a warning appears in the Invoice block.

1. 1Click Issue credit note.
2. 2Enter the Reason (required), for example a pricing error or a shaft change.
3. 3Confirm with Issue credit note: the invoice is cancelled in full.
4. 4Correct the fitting, then issue a new invoice if needed.

The cancelled invoice and its credit note stay downloadable (Invoice and Credit note links). Credit notes have their own numbering, for example FAC-AV-2026-0001.

A fitting with an invoice, even one cancelled by a credit note, can no longer be deleted: legal retention is 10 years.

On the Pro and Full plans, the Finance page shows declared sold revenue: quotes marked Sold, at the quote total incl. VAT, on the sale date. It also shows the number of sales, the average basket and the quote conversion.

The Export tab downloads your sales with Export CSV or Export PDF. The CSV lists one row per fitting (excl. VAT, VAT, incl. VAT, invoice if any), followed by cancelled invoices and their credit notes.

These figures rely on your declarations. Your till remains the reference for the amounts actually received.