Available now on installHUB
Set up quoting defaults, build a quote, send it and follow what happens next.
Quotation Settings
Open Settings > Sales & Quoting > Quotation Settings:
- Reusable quotation files: upload PDFs (up to 16 files, 3MB each) to add to your quotes and templates.
- Default opening message and Default closing message: the start and end text of every new quote, editable per quote.
- Quote reminders to customers: when on, a customer who has not accepted or declined gets one reminder email two days after the quote was sent.
Quotation templates
Settings > Sales & Quoting > Quotation Templates lists your templates. Click Add Template to build one with the same costings, messages and files as a quote. You can also click Save As Template while writing a quote.
Create a quote
- Open the job and click Create quote in the action bar. Once the quote has been saved, the button reads Edit quote.
- To start from a template, click Load From Template and pick one. Reset Form clears it.
- Add lines under Products to be installed, Labour and Additional items. Search your product catalogue or type a description, cost and quantity.
- Add any Discounts or Grants. They are taken off the total.
- Turn Show quote breakdown off if the customer should see only the total.
- Click Save & Preview.
VAT: VAT appears on lines and totals only when your company profile has a VAT number.
Deposits: you don’t type a deposit into the quote. When the customer has paid a deposit on the job, it is taken off the job’s quotes automatically and shows as Deposit.
Send the quote
From the preview, or with Send to customer in the job’s quote list, choose Send email to customer. You can change the email address. Send SMS to customer works too if SMS is on for your company.
Your customer gets an emailed link to the quote, in your Customer Portal if they use it, otherwise on a page where they can click Accept Quote or Decline Quote, giving a reason. If you take payment on quote acceptance, they pay the deposit as they accept.
When a customer declines, your quote notification recipients get an email.
Change or withdraw a quote
- Edit quotation on a sent or accepted quote creates a new draft version. Sending it marks the earlier sent quote Void. A rejected quote can be edited and sent again as it is.
- Revoke withdraws a sent quote. The customer is told it is no longer available.
- Mark accepted by customer and Set rejected by customer record an answer given to you directly. If you take payment on acceptance, marking it accepted means no payment is taken.
Quote statuses and the job
| Quote status | What it means | Job status |
|---|---|---|
| Awaiting quote | Draft, not sent | Quote required |
| Sent to customer | With the customer | Quote with customer |
| Accepted | Customer accepted | Quote accepted |
| Rejected by customer / Rejected | Declined | Quote rejected once no other quote is with the customer |
| Void | Replaced or revoked | Back to Quote required if nothing else is with the customer |
When one quote is accepted, unsent drafts are archived and your other open quotes on the job are voided.
