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Quotations, invoices, and payment

Between submitting your request and QIAS starting work, there are exactly two things for you to do: answer the quotation, and pay and upload your payment proof. This page covers both, and explains the waiting periods either side of them.

Where to start Open the job — from Notifications, or from Jobs. Every commercial action lives in the job's Next Action panel. The Billing page is a read-only history; you cannot accept a quotation or upload proof from there.

Answer the quotation

You are notified when the quotation is ready. The job status reads Quotation Sent - Awaiting Confirmation until you respond, and nothing moves until then.

  1. Open the job, go to its Billing tab, and select View PDF beside the quotation. The quotation opens in a new tab. The button is available once the file's badge reads Clean.
  2. To go ahead, select Accept Quotation. QIAS LIMS confirms the quotation is accepted and the invoice is the next step.
  3. To stop here instead, select Decline Quotation and give a reason of at least ten characters. Your decision and reason are recorded, and no invoice is raised.

What happens next After you accept, the status reads Quotation Accepted - Preparing Invoice. That is QIAS raising the invoice — it is not a sign that your acceptance was missed. There is nothing for you to do until the invoice arrives.

Pay, and upload your proof once

When the invoice is issued, the status becomes Invoice Sent - Awaiting Payment. Pay using the instructions on the invoice, then record the payment on the job.

  1. Open the job's Billing tab and select View PDF beside the invoice. You have the payment details and the amount due.
  2. Pay through your organization's normal route, and save the receipt or transfer confirmation as a PDF. You have the file you are about to attach. Only PDFs can be uploaded.
  3. Select Upload Payment Proof. In the dialog, use Upload a new PDF to choose your file, then select Upload. The file appears in the list above, already selected, with a badge showing its scan state.
  4. Fill in Amount (SAR) with the amount you paid, exactly as it appears on the invoice — for example 1500.00. The field is optional. Leave it blank if you would rather not record an amount; QIAS reconciles against the invoice either way. If the amount is not in a form QIAS LIMS can record, the field says so underneath and the send button waits until you correct it.
  5. Check the line at the bottom of the dialog. Once it reads Ready to send, select Upload Payment Proof. The status becomes Payment Proof Submitted - Awaiting Confirmation, and the upload button disappears from the job.

If you close the dialog before sending, your uploaded file is kept and is selected again the next time you open it. You do not have to upload it twice.

Upload once, then wait The Upload Payment Proof button is removed as soon as your proof is recorded, on purpose. A person at QIAS has to check it against the invoice, and that check is not instant. If the button has gone, your proof arrived — you do not need to send it again by email or re-upload it.

If the proof cannot be accepted — the wrong document, or an amount that does not reconcile — QIAS rejects it with a reason and the upload becomes available again. You are notified when that happens.

After payment is confirmed

The job moves to Payment Received, and QIAS sends you the instructions for your job type. They arrive as a notification and appear on the job page itself.

Your job type What arrives, and what you do
Sample analysis Sample submission instructions: where to send your containers, how to pack them, and what to label them with. Send the samples as described.
Training Scheduling instructions. Agree the date and time with QIAS; the confirmed schedule then appears on the job.
Consultation Scheduling instructions. Agree the session slot with QIAS; the confirmed slot then appears on the job.

Once the work is under way the status reads In Progress, and there is nothing further for you to do until the result is released. See Results and feedback.

Where to find past documents

Two places show the same record:

  • The job's own Billing tab, for the job you already have open.
  • The Billing page in the sidebar, where you pick a job from Select Job.

Both list the quotations, invoices, and payments for that job with a View PDF button on each. They are a history of what has already happened — the actions themselves always stay in Next Action on the job.

If you cannot take a commercial action

  • No Accept Quotation or Decline Quotation button. Either the quotation has not been sent yet, or the decision has already been recorded. Check the status: after acceptance it reads Quotation Accepted - Preparing Invoice.
  • You can see the job but not the commercial buttons. Accepting a quotation and uploading proof are available to owners, managers, and members of the client account. Ask an owner in your organization to check your role under Team.
  • The send button is unavailable. The dialog always states why on the line just above it — most often the upload is still finishing, or no document is selected. It changes to Ready to send. when you can continue.
  • Your file will not attach. Only PDF files are accepted. Export or print your receipt to PDF and try again.
  • The amount is not accepted. Enter it as a plain number with at most two decimal places and no commas — 1500.00, not 1,500.00. The message under the field says what to change.
  • A document is marked Blocked. It did not pass the malware scan and can never be sent. Upload a clean replacement.