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Quotes

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Accessing Quotes

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The Quotes List

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List View

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Filtering Quotes

• Status: Draft, Sent, Approved, Declined, Expired
• Customer: Filter by customer
• Date Range: Filter by date

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Creating Quotes

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New Quote

1. Go to Quotes
2. Click Create Quote
3. Fill in details:
   • Customer
   • Line items
   • Terms
4. Save or send

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From Customer

1. Open customer detail
2. Click Create Quote
3. Customer pre-selected
4. Add line items
5. Save or send

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From Template

1. Click Create Quote
2. Select From Template
3. Choose template
4. Customize for customer
5. Save or send

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Quote Fields

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Header Information

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Line Items

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Totals

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Additional Content

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Quote Status

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Status Workflow

Draft → Sent → Approved → Converted
         ↓        ↓
      Declined  Expired

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Status Definitions

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Manual Status Changes

1. Open quote
2. Click status or Update Status
3. Select new status
4. Add notes if needed
5. Save

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Sending Quotes

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Email Delivery

1. Open quote
2. Click Send
3. Review recipient
4. Customize message
5. Send

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Customer Portal

• Review quote details
• Accept or decline
• Request changes
• Leave comments

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Other Delivery

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Quote Responses

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When Customer Approves

1. Create Job: Generate work order
2. Create Invoice: Bill immediately
3. Do Both: Job then invoice

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When Customer Declines

1. Status updates to Declined
2. Add notes on reason
3. Consider follow-up
4. Create revised quote if requested

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Revision Requests

1. Edit existing: Update and resend
2. Create version: New quote referencing original
3. Document changes in notes

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Converting Quotes

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Quote to Job

1. Open approved quote
2. Click Convert to Job
3. Review job details
4. Adjust schedule/assignment
5. Create job

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Quote to Invoice

1. Open approved quote
2. Click Convert to Invoice
3. Review invoice details
4. Adjust if needed
5. Create and send invoice

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Tracking Conversions

• Quote shows linked job/invoice
• Filter by converted/not converted
• Track conversion rate

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Quote Templates

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Using Templates

1. Create quote
2. Click From Template
3. Select template
4. Items and terms populated
5. Customize for customer

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Creating Templates

1. Go to Settings > Quote Templates
2. Click Create Template
3. Add:
   • Default line items
   • Standard terms
   • Default validity period
4. Save template

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Template Best Practices

• Create templates for common services
• Include standard terms
• Set appropriate default pricing
• Review and update regularly

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Quote Presets

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Line Item Presets

1. When adding line item
2. Click Save as Preset
3. Reuse in future quotes

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Preset Management

1. Go to Settings > Quote Presets
2. View all saved presets
3. Edit pricing as needed
4. Delete obsolete presets

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Quote Validity

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Setting Expiry

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Handling Expiry

1. Status changes automatically
2. Create new quote if still interested
3. Update pricing if needed
4. Reference original quote

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Quote Follow-up

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Following Up

1. Filter by Sent status
2. Review age of quotes
3. Contact customers for decision
4. Update status based on response

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Reminder Automation

1. Days before expiry
2. When no response received
3. After expiry for lost opportunity

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Quote Reports

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Available Reports

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Key Metrics

• Total quotes sent
• Conversion rate
• Average quote value
• Time to response
• Reasons for decline

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Best Practices

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Creating Quotes

• ✅ Be detailed in descriptions
• ✅ Price accurately
• ✅ Set realistic validity
• ✅ Include clear terms
• ✅ Add personal message

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Presenting Quotes

• ✅ Professional appearance
• ✅ Clear line items
• ✅ Easy to understand
• ✅ Highlight value
• ✅ Include contact info

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Following Up

• ✅ Follow up promptly
• ✅ Be helpful, not pushy
• ✅ Ask for feedback on declines
• ✅ Keep communication logged
• ✅ Know when to move on

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Integration

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With Jobs

• Convert approved quotes to jobs
• Quote details transfer
• Link maintained

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With Invoices

• Invoice from approved quotes
• Line items transfer
• Reference maintained

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With CRM

• Track customer interactions
• Quote history per customer
• Win/loss analysis

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Troubleshooting

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Quote Won’t Send

1. Check customer email
2. Verify required fields
3. Check email settings
4. Download and send manually

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Customer Can’t View

1. Verify link is correct
2. Check expiry status
3. Resend if needed
4. Provide PDF alternative

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Wrong Pricing

1. For draft: Edit directly
2. For sent: Create new version
3. Communicate change to customer