Creating a Quote 💰

Quotes are your way of presenting prices and terms to potential customers. This guide will show you how to create professional quotes, add products and services, and manage the entire sales process.

Before You Start

Make sure you have:

• Access to the Sales section (Manager or Admin role)
• Customer information ready (already added to the system)
• Product information ready (products already created with pricing)
• Quote details planned (quantities, special requirements, delivery timeline)

Step-by-Step Instructions

Step 1: Navigate to Quotes

1. Look at the left sidebar on your screen
2. Find the "SALES & CUSTOMERS" section
3. Click on "Quotes" - this will take you to the quotes list page

Step 2: Open the Create Quote Dialog

1. Look for the "Create Quote" button - it's usually in the top-right corner
2. Click the "Create Quote" button (or the "+" icon)
3. A dialog will open with the quote form

Step 3: Fill in Quote Information

The form is organized into sections. Let's go through each one:

Basic Information

• Customer (required): Who you're quoting for

  • Select from your customer list
  • If the customer isn't listed, add them first

• Quote Number (optional): Custom quote number

  • Example: Q-2024-001 or ABC-2024-001
  • Leave blank for auto-generated number

• Valid Until (optional): Quote expiration date

  • Example: 30 days from today
  • Important for time-sensitive pricing

Quote Details

• Notes (optional): Special requirements or instructions
  • Example: Rush delivery required, Special packaging needed
  • Include any important details for this quote

Step 4: Save the Quote

1. Review the basic information you've entered
2. Click "Save" button
3. You'll be taken to the quote details page where you can add items

Step 5: Add Quote Items

Now you need to add the products or services being quoted:

1. Go to the "Items" tab in the quote details
2. Click "Add Item" button
3. For each product or service:
   • Select Product: Choose from your product list
   • Quantity: How many units
   • Unit Price: Price per unit (can be different from standard price)
   • Description: Any special specifications or notes
4. Click "Save" to add the item
5. Repeat for all products and services

Step 6: Review and Send

1. Review the quote totals and calculations
2. Check all details are correct
3. Click "Send Quote" button
4. The customer will receive the quote via email

What Happens Next

The Quote is Now Active

• It appears in your quotes list with "Sent" status
• You can track customer responses
• You can modify the quote if needed
• You can convert it to a work order when accepted

Quote Management

• Status tracking: Monitor quote status (Draft, Sent, Accepted, Rejected)
• Follow-up: Track customer responses and follow up as needed
• Conversion: Convert accepted quotes to work orders

Quote Status Explained

Draft

• What it means: Quote is being prepared
• What you can do: Edit, add items, modify details
• Next step: Send to customer when ready

Sent

• What it means: Quote has been sent to customer
• What you can do: Track responses, follow up
• Next step: Wait for customer decision

Accepted

• What it means: Customer has accepted the quote
• What you can do: Convert to work order
• Next step: Start production

Rejected

• What it means: Customer has declined the quote
• What you can do: Analyze reasons, revise if needed
• Next step: Follow up or create new quote

Tips and Best Practices

Quote Preparation

• Be thorough: Include all necessary products and services
• Be clear: Use clear descriptions and specifications
• Be competitive: Research market prices and stay competitive
• Be professional: Use consistent formatting and branding

Pricing Strategy

• Markup calculation: Ensure adequate profit margins
• Volume discounts: Consider discounts for larger orders
• Special pricing: Offer deals for preferred customers
• Price protection: Include price validity periods

Customer Communication

• Follow up: Contact customers after sending quotes
• Be responsive: Answer questions quickly
• Provide alternatives: Offer different options if needed
• Document conversations: Keep notes on customer interactions

Quote Management

• Organize quotes: Use consistent numbering systems
• Track history: Keep records of all quotes and responses
• Analyze performance: Review win/loss rates
• Improve process: Learn from successful and failed quotes

Advanced Quote Features

Multiple Items

• Product combinations: Quote multiple products together
• Service add-ons: Include installation, delivery, or other services
• Custom items: Add items not in your standard catalog

Pricing Options

• Fixed pricing: Set specific prices for this quote
• Percentage markup: Apply markup to cost prices
• Volume pricing: Different prices for different quantities
• Special rates: Customer-specific pricing

Terms and Conditions

• Payment terms: Specify when payment is due
• Delivery terms: Define delivery timeline and method
• Warranty terms: Include warranty information
• Special conditions: Any unique terms for this quote

Troubleshooting

Can't Select Customer

• The customer might not exist in your system
• Add the customer first, then create the quote
• Check if you have permission to view customers

Can't Add Products

• Products might not be active in your system
• Check if products are available for quoting
• Verify you have permission to view products

Price Calculations Wrong

• Check if unit prices are entered correctly
• Verify quantities are accurate
• Make sure tax calculations are correct

Quote Not Sending

• Check if customer email is valid
• Verify email settings are configured
• Try sending to a different email address

Next Steps

Now that you've created a quote, you might want to:

• Managing Work Orders - Convert accepted quotes to work orders
• Quality Control - Set up quality requirements for quoted products
• Cost Tracking - Track profitability of quoted items
• Reporting & Analytics - Analyze quote performance

Need Help?

• 📖 Check other guides in this documentation
• 🎯 Use the search feature to find specific information
• 💬 Contact support if you need additional help

That's it! You've successfully created a professional quote for your customer. 🎉