Sections and text blocks in quotes

Many quotes read better with a short sentence before each group of items: “We would be happy to serve the following drinks to welcome your guests:”, followed by prosecco and beer. In Univents this sentence is the title of a section. In the PDF it is printed in bold across the full width, without price, quantity or tax, followed by the items of the section. Sentences you need often are saved once as a text block.

Create sections

1. Open the quote and scroll below the line items.
2. Click Add section. The new section appears at the end.
3. Give it a title and drag the matching line items into it. Alternatively open the menu of a line item and choose Move to section.

The sum sign in the header of a section switches its subtotal in the PDF on or off. A new section starts with a subtotal.

Important: sections only appear in the PDF when Sort positions by sections + drag order is switched on in the PDF settings at the bottom of the quote. Otherwise the PDF sorts by categories as usual.

Introductory sentence across several lines

The title of a section can span several lines. Press Enter in the title field to start a new line; the field grows with the text. It is saved as soon as you leave the field.

In the PDF the title is printed in bold across the full width, with exactly these line breaks. If the section has a subtotal, the subtotal line only names the first line of the title.

The line breaks apply to layouts from the layout editor. If you still use an older Word template and the sentence appears on a single line there, get in touch via the help button in the app.

Create text blocks

1. Go to Settings, Templates.
2. Click New Template and choose Text block.
3. Enter a short name, for example “Welcome drinks”. It only appears in the picker, not in the PDF.
4. Write the text. Line breaks are kept.
5. Click Save.

The Text block filter shows only your text blocks. Clicking a row opens the text block for editing; the menu at the end of the row lets you duplicate or delete it. Deleting asks for confirmation first.

Everyone who may read the Finance area sees the text blocks. Creating, editing and deleting follow the role's Finance permissions.

Section from text block

1. Open the quote and scroll below the line items.
2. Next to Add section, click Section from text block.
3. Search for the text block and click it.

A new section appears at the end with the text as its title and without a subtotal, because an introductory sentence is not a price group. Drag the matching items into it.

If Sort positions by sections + drag order is still off, Univents switches it on so the sentence appears in the PDF. A message tells you so.

The text then belongs to this quote: you can change it freely there and the text block stays as it is. In the other direction, changing a text block does not change quotes in which you already used it.

The same button is available in the editor of line item templates and document templates. When you apply such a template to a document, the section is created without a subtotal as well. When you create an invoice from the quote, the section is carried over and the subtotal stays off.

Items billed by consumption in a section

If an item that is billed by consumption sits in a section with a title, the PDF prints it under that section. The consumption note on the line stays. Items billed by consumption without a section are still grouped in the By consumption area.

With the AI assistant

The AI assistant can create, edit, delete and list text blocks. On request it adds a section from a text block and sets section titles across several lines, for example:

• “Create a text block Welcome drinks: We would be happy to serve the following drinks to welcome your guests:”
• “Add a section from the text block Welcome drinks to the quote.”
• “Set the title of the drinks section to three lines: …”

It then assigns the line items to the sections. It only works in drafts: a sent or accepted quote stays locked.