Prepare a quote

There are two methods available to prepare quotations

1. Prepare an simple quotation (This can be prepared 
2. Prepare a detailed quotation (using projects) - see below

1. To prepare a simple quotation,

• Open the contact's detail page (click on the contact's name in the contact list).
• In the Actions menu, click on Add a quote.
• Select the address for the quote.
• This will open the quotes page, now click on add details (the new quote should be at the top of the list)
• If you want to add a standard (or repetitive task) do it here and the tasks will be added, otherwise, click the next button
• Then click on Update details
• Any standard tasks will be listed and now you can add one off tasks (be sure to add the amount you want to charge for this task, even if you are only charging an hourly rate to produce the quote you will need to add an amount) and also add any materials (stock items) that will be used on the job into your quote.
• Click Done when you have added everything you need.
• Now click Prepare quote. You have choices, to prepare the quote including the materials (plus items) or without materials (standard charge only).
• Now click View. Here you can add a reference if required (example: as per telephone / email). Check that the Description is completed for each line (click edit if you want to update any line).
• When you are happy with the quote. Click the Approve button.
• Now you have a choice to send by email, click sendmail.
• If you want to print and send the quote, click View to download the quote and print. This will also show you just what your customer will see.
• If you need to update the quote, click on Request an update.
• When the job has been accepted click on convert to job to schedule the job.

Customers:
When you customer receives the quote, they can click on Accept this quote (Green button). This will then ask them to accept your terms and conditions. Once they complete to accept you will receive an email to let you know that they have accepted you quote. In your list of quote the status will also update to show that it has been accepted.

The customer can also click on Request an update (Amber button). They can type the change requests that they want to see updated. When they complete this information, it will be emailed to you. Also in you quotes list the status will be updated.

2. Prepare a detailed quotation (using projects):

Step 1

Add a new Project - click on jobs and select projects then Add a project

Step 2

Open the project (click on the name of the project) and select Add/Edit Locations

Build all of the locations for your project 

There are a lot of options to help you to build your locations simply and quickly, including:

Add: this adds another location at the same level

Add a child: this adds a location to the next level

Example:
Location: Lot one
Location one: Ground Floor 
Location two: Apartment 1
Location three: Kitchen
Location four: Pantry

Copy: After you have completed building one building, you can copy this to save the entire building (or location) with a new name 

View children: This filters the next location to show only the locations related to the one you are clicking

Step 3

To add items that are required in each location click on Add/Edit items 

There is an Update All option - this adds the item into all locations with the same name (on this level). Hint: If you have different building types just change the name to identify the variation example: Bedroom 1 - type A

Delete is available here until the item has been used in the Project stock tracking report (and had a requisition or order placed against it)

Step 4

To view / edit your quotation click on Quotation view 

When viewing the quotation view you can:

Edit: This gives the option to update all - this will update the details of the item (quantity is updated on a line by line basis). You can also search for a new item to replace the existing one and again you have the option to update only this item (in this location) all ALL of this item in all locations (in this project). Hint: if you want to reload updated prices or details from the stock items master list you can search and re-add the same item (or enter the updated details manually).

Delete: Delete is available here until the item has been used in the Project stock tracking report (and had a requisition or order placed against it). You can select Delete All to remove all of this item from the project.

At the base of the quotation view page there are totals for the page

Total Labour:12,417.00

Total Retail:1,518.25

Total:13,943.25

To download a copy of quotation details (in a csv spreadsheet format - this can be formated using excel or other spreadsheet program) click on Generate Quotation.

Next:

After you have received confirmation / approval for a project you can manage the project using the Project Stock Tracking report - click here