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.
Can view pricing information.
Click here to learn about permissions and security groups.
Sales Quotes can be used for adding or renewing routine maintenance, quoting for new properties, handling one-off jobs or major projects
How to create a sales quote
1. From the side menu, click Sales Quotes and then Create Sales Quote.
2. Provide Expiry Date and Scope of Works.
3. Scroll down to link to an existing Property/Client or create a new Property and/or Client and click Save Sales Quote.
Required work (once-off install, projects or minor works)
1. Click Create new item, then double-click under the Product column to select a product.
2. Double-click on the product to open the Product picker. Search the products, click + Add and adjust the quantity in the right-hand side panel, then click Add X items.
3. Adjust Description, Quantity, Cost Price and Sell Price, and click Save changes.
Included fixed routines (routine maintenance with an annual price for fixed recurring billing)
1. Click Create new item, then double-click under the Routine Service column.
2. Start typing to search by Routine Service name and select an applicable routine.
3. Adjust Routine Service Levels, Description, Estimated Duration and Annual Price, and click Save changes.
Description: To appear on the Sales Quote which can be prepopulated if a routine service type is linked to a labour rate.
Annual Price: The price per annum for carrying out this fixed routine.
Included Do and Charge routines (per asset price and/or a per visit price for do&charge billing)
1. Click Create new item, then double-click under the Routine Service column.
2. Start typing to search by Routine Service name and select an applicable routine.
3. Adjust Routine Service Levels, Description, Asset Count, Estimated Duration, Per Asset Price and Per Visit Price, and click Save changes.
Available fields on a sales quote:
Available fields on a sales quote:
Ref: Auto-generated quote number.
Template: The default template from Control Panel > Sales Quoting, unless changed.
Expiry date: The quote expires on this date and moves to EXPIRED status.
Property: Link to an existing property or define a new one to be created upon approval.
Client: Link to an existing client or define a new one to be created upon approval.
Scope of Works: Outline work details with optional use of pre-made text snippets for efficiency.
Tags: Label quotes with personalised tags via Control Panel > Sales Quoting
Terms and Conditions: Add extra terms beyond the default T&Cs from Control Panel > Sales Quoting.
Tips and considerations for creating sales quotes
Templates
Staff can see the full pricing breakdown, but itemization can be hidden from clients based on the sales quote template used.
Variety of products
You can add materials, labor, equipment, and expenses to the Required Works table to build tasks if the quote is approved.
Markup
Cost & Sell Price follow default pricing rules, but markup can be adjusted individually or in bulk.
How to edit a sales quote
The sales quote can only be edited in Draft status. If it's not in Draft, click the status to revert it, but this is only possible if the quote is not Complete, Deleted, or Voided.
Sales quote details
1. Open a sales quote and click Update.
2. Edit details such as the expiry date, scope of works, Sales Person, Client or Property and click Save Sales Quote.
Sales quote line items
1. Open a sales quote and make changes to the line items by double-clicking on the cell in the sections Required Works, Included fixed routines and Included Do and Charge routines.
2. Remember to click Save Changes for each of amended sections.
How to finalise and submit a sales quote
1. Click Preview Quote to preview the PDF or Documents to upload files.
Uploaded documents, such as floorplans, forms, or diagrams, can be sent with the quote. These will also be on any tasks you create from the approved sales quote.
2. Click Preview email and send or the arrow next to it to access Mark as Finalised and Mark as Sent options.
3. If sending the sales quote via Uptick, adjust the content, recipients, and attach previously uploaded documents to the draft generated from the email template, then click Send Email.
The correspondence sent for this quote is accessible via the Correspondence button.
A Sales Quote can include any combination of Required Works, Included Fixed Routines, and Included Do & Charge Routines.
Disclaimer
Due to email browsers privacy protections, email read status may not always be accurate
Video: Creating a maintenance quote
Video: Creating an install quote