Setup
You will need the Service 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 service quotes.
Click here to learn about permissions and security groups.
Service quote statuses
When created, a service quote is set to Draft, the only status that allows editing details and line items.
Choose Revert to draft to edit the service 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 service 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 service quote to the Submitted status.
To bypass sending of email, choose Mark as Sent in the Preview email and send dropdown.
A service quote moves from Submitted to Approved automatically when the client approves it via the approval link.
To manually approve the Finalised or Submitted service quote, select Mark as manually approved in the status dropdown.
The service 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 service quote.
Select Void in the status dropdown to move the service quote to Voided status.
Voiding a quote functions like deleting in terms of searchability and visibility.
A service quote moves from Submitted to Expired automatically when it reaches the expiry date.
Handling Expired Service Quotes
Automatic Expiry:
A service 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 service 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 service 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 Service Quote Status Management
Review workflow requirements: Ensure you understand the quote's next step based on its status (e.g., updating dates before reverting expired quotes).
Utilise automation: Leverage features like task Dispatch to automatically update quote statuses.
Avoid skipping steps: For example, expired quotes must transition to 'Draft' before becoming 'Submitted.'
Automatic Status Updates
If a defect quote is included in a task Dispatch, its status will automatically update to 'Submitted.' You do not need to manually adjust the status in such cases. This automation ensures consistency and saves time during task management.