Setup

You will need the Sales Quoting module turned on in your workspace. If you do not see this in your main menu, reach out to [email protected].

You will also need the following permissions in your security group: Can create, update and delete sales quotes.

Click here to learn about permissions and security groups.

Sales quote statuses

When created, a sales quote is set to Draft, the only status that allows editing details and line items.

Choose Revert to draft to edit the sales quote, which is only available for Finalised, Submitted, Approved, Declined or Expired statuses.

Select Mark as Finiliased in the Preview email and send dropdown to move the sales quote to the Finalised status, allowing review before submission.

Click Preview email and send, then Send email in the new popup window to transition the sales quote to the Submitted status.

To bypass sending of email, choose Mark as Sent in the Preview email and send dropdown.

A sales quote moves from Submitted to Approved automatically when the client approves it via the approval link.

To manually approve the Finalised or Submitted sales quote, select Mark as manually approved in the status dropdown. Once a quote is approved, it cannot be edited, including adding items like PO references. Ensure any necessary modifications are made while the quote is still in the draft stage.

The sales quote is transitioned from Submitted to Declined automatically when the client declines it via the approval link.

To manually decline a quote, select Mark declined on the Submitted sales quote.

Select Void in the status dropdown to move the sales quote to Voided status.

Voiding a quote functions like deleting in terms of searchability and visibility.

A sales quote moves from Submitted to Expired automatically when it reaches the expiry date.

Handling Expired Sales Quotes

Automatic Expiry:
A sales quote automatically transitions from Submitted to Expired when it reaches its expiry date.

Reverting an Expired Quote to Draft:

To continue working with an expired sales quote:

Open the quote in Uptick.
Locate the status dropdown in the top-left corner.
Select "Revert to Draft."
Update the quote date to a future date so the quote can proceed through its lifecycle.

Manual Expiry:
To manually expire a Submitted sales quote:

Open the quote and change the status to Expired.

Client Actions on Expired Quotes:

Expired quotes cannot be approved or declined by the client.
To re-enable client response, Revert to Draft and resubmit the quote.

Best Practices for Sales Quote Status Management

Review workflow requirements: Ensure you understand the quote's next step based on its status.
Utilise automation: Leverage features like task Dispatch to automatically update quote statuses.
Review before approval: Ensure the quote includes all required details, such as PO references, before approving.
Monitor client status: Confirm the client's activity status to avoid task creation issues with approved quotes.
Avoid skipping steps: For example, expired quotes must transition to 'Draft' before becoming 'Submitted.'
Correcting Completed Status Errors: If a quote is mistakenly marked as Completed, duplicate it to create a new Draft quote.

Moving Sales Quotes to 'Completed'

Sales quotes can be marked as Completed after receiving client approval and setting up all required items for the work.

Open the approved sales quote in Uptick.
Navigate to the Completion Information section (available only after approval).
Set up any required objects such as: Property details, Routines, Billing contracts, Tasks, Projects.
Once all setup is complete, click the arrow next to the Approved status and select Complete.

Marking a quote as Completed is a manual step and does not happen automatically, even if an associated task is completed.
This status change signifies the transition from quoting phase to service delivery.