Quoting

Overview

The quoting section serves as a dedicated space for creating, managing, and processing quotations. It plays a pivotal role in creating comprehensive and accurate estimates. Within this module, users can leverage assigned pricing schemes tailored to their specific services. The ability to select pricing sheets within the scheme allows for nuanced pricing structures, accommodating variations in services, materials, or project complexities. Additionally, the feature to add line items to the quote enables the inclusion of specific details such as equipment, labor, and materials, providing a detailed breakdown for clients. 

Benefits

The quoting section integrates with other modules, such as pricing, fleet inventory and customer management, streamlining the entire sales process from initial inquiry to finalizing a deal. This feature enhances efficiency, accuracy, and professionalism in handling sales transactions within the program.

Specifics

• Navigate to Sales - Quoting to open the Quote Overview section. The user can view all created quotes and manage them.
• To add a new quote, the sales person can either right-click on the grid and select Add New Quote or click on Quoting - Add New Quote on the top left corner of the window. 

• Complete the Add/Edit Quote window 

1. Sales Agent - select the name of the sales person.
2. Customer/Prospect (hyperlinked) - select the name from the customer database. If it is a prospect, create a new customer file by clicking on the hyperlink. 
3. Job Site (hyperlinked) - select a jobsite from the dropdown menu, or create a new one by clicking on the hyperlink. 
4. Quoted to (hyperlinked) - select the contact from the dropdown menu, or create a new one by clicking on the hyperlink. 
5. Mobile phone/Landline/Fax number (hyperlinked) - enter a contact number. Clicking on the hyperlink will open a list of existing contact numbers you can select from. 
6. Email Address (hyperlinked) - enter an email address or open the contact list by clicking on the hyperlink to select an already existing email. 
7. Pricing Scheme - select the preferred pricing scheme from the dropdown menu. 
8. Pricing Sheets -depending on the selected pricing scheme, the relevant pricing sheets can be organized into groups. Users have the flexibility to rearrange these groups using the drag and drop option, change their order, and move individual pricing sheets within the groups. To assign a pricing sheet to a group, click on the group on the left to select it, and then double click on the pricing sheet on the right.
   
   

   Note

   If no group is selected, and you double-click on a pricing sheet, it will automatically be assigned to the "None" group. When the quote is printed, any pricing sheet from the "None" group will be displayed as a standalone item and not part of a group.
   All groups will be presented on the printed quote in the same order as they are organized in the "Add/Edit Quote Pricing Sheet" window.

   
   
   
   
9. Add New Job -  the user that has Jobs - Write permission is able to create a job directly from the quote window. Once created, the new job is visible in the Dispatch screen. 
10. Effective On/Expired On - select the effective date of the quote. Expiration date can be assigned as well. 
11. Approved On / Approved By - tick the "Approved" box to endorse the quote and confirm the date. The "Approved By" field is automatically populated with the username of the approving individual.
12. Accepted On / Accepted By - tick the "Accepted" box once the quote is accepted by the client and chose the date. In the "Accepted By" field, enter the name of the person who accepted the quote. 
13. Status - from the dropdown menu, assign the status of the quote.
14. Quote Item List - this section lists specific items to be included in the quote like additional equipment, labor, materials or any miscellaneous items. They can be manually entered by typing into the grid or selected from the invoice line items by clicking on the green "plus" icon. These quote items can be reordered by the drag and drop option.
15. Disclaimer - in this filed, a disclaimer can be added to be printed on the quote. The user has the option to type it in or select from the existing disclaimers in the drop down menu. By clicking on the "drill" icon, a new disclaimer can be created and saved into the list. 
    
    
    
    
16. Message - in this filed, a message can be added to be printed on the quote. The user has the option to type it in or select from the existing messages in the drop down menu. By clicking on the "drill" icon, a new message can be created and saved into the list.
    
    
    
    
17. Notes (does not print on the quote) - the user can enter some internal notes about the quote or the client. These notes do not print on the quote. 

Email a quote

• The user is able to email quotes individually or in bulk by adding them to the email queue. 
• To add a quote to the email queue, right-click on the selected quote and choose Add To Email Queue. 
• The user can view and manage the email queue by clicking on the button View Email Queue at the top of the screen.