Quotation

The Quotation function helps you to compile a Quote with all the necessary information. You can find the feature under Perform.

The quotation can be printed, for example, as a pdf or sent by e-mail to the customer. If you have activated the setting Use external signing the e-mail includes a link for the customer to accept and sign the quotation.

Once the customer has accepted the quotation, you generate a work order, sales order or service order with a single click.

Search Quotations

In the search field, search for the customer’s name or customer number.

This is what the list of your created quotations looks like. Click on the “gear” to change, view or delete the quotation. Of course, you can also open the quotation by clicking anywhere in the field for each quotation.

Colors and symbols

Create a new quote

Customer

Search among your customers. If the customer is not in your register, fill in the name and the system automatically adds the customer to the Customer register.

The information about payment terms and default interest is retrieved from the settings you have made in the Quotation Settings. See more under Information for admins for Quotation Settings.

Facility

Choose facility if necessary. If you have selected Customer, only the customer’s facilities are listed.

Add Your reference and/or Our reference.

Validity period

Fill in the date of validity of the quotation. 30 days are set as default.

Delivery date

Fill in the delivery address if applicable.

If you have selected the Quotation setting “Set default delivery day today”, today’s date is always added to new quotes. You can change the date.

Custom fields

If you have created custom field, it is displayed here.
You create the fields logged in as admin in Group Settings – Module settings – Quotation. The same possibilities for settings apply as for all other custom fields.

Service object

If the quote applies to a service object, the customer’s service object is listed if you place the cursor in the box. Add articles, time and description. Articles from the object are not listed here.

If you want to add one more of the customer’s service objects, click on + Add service object under the blue field.

If the object does not exist, you can add it by clicking + Add a new service object below the service object field. A box opens where you fill in information about the object. The customer’s name is filled in automatically.

Shipping Address

Add shipping address.

Description and Articles

Describe the content of the quotation and add the articles to be included in the quote. The article information are added from the Article Register.

A default description that is automatically filled in when you create a quote can be set in Module Settings – Quotation Settings. This description can be changed on the quote without affecting the description specified in Quotation settings. Read more about Description under Information for admins.

The text in the quote’s description field is displayed like this:

• On a work or service order as the Assignment description.
• In a created Agreement, it becomes the name of the agreement.
• On a Sales order, the text is included as a comment in the comment field together with the description for any service object.

Save

Do not forget to save the quotation!

More to do

Once you have saved the quotation you can do this:

Comment field

Here you can add comments. Choose whether these should be shown to the customer or not. Click Save. If you want to change your comment, click on the pen.

Sign

If you sign the quote, note that it cannot then be signed by the customer. Read more about digital customer signature.

Assign

When you assign the quotation to a technician, he receives a notification and, if the technician has chosen it, a message via e-mail/SMS.

Generate backorders

Generate quote also gives a copy but gets numbers after the copied quote: Ex: 170-1, 170-2, etc. This means that you can save different versions of a quotation.

Duplicate

All completed information is copied to a new quote.

Upload documents

You can also upload documents linked to the quote, such as condition attachments, drawings, leaflets …
Valid file formats: pdf, .jpg, .jpeg, .png, .xlsx, .doc, .docx.

Print or send the quotation

You can print or save the quote as a pdf by clicking Print or Print price proposal and/or email it to the customer by clicking Send e-mail.

The quote is called OF: and the number on the quote. You can change this when you sending and saving. Also, when sending, you will get the option to add and choose among uploaded files to the email.

If you entered a logo and chose to use a footer, these will be included in the printed quotation. You make settings for this, by signing in as admin, under Group settings – Module settings – Edit print settings.

You can also create your own Quotation template for your printouts. Read more in the article about Templates.

Read more under information for admins below.

Approve and sign the quote digitally

If you use digital signing (Quotation setting – Use external signing – see more under Info to admin) a link is sent in the e-mail that the customer clicks on to sign and thus approve the offer. When the customer has signed, you can see it by the quote changing color to purple. The signature, name clarification, date and a unique key for the signature are added to the quote.

You can also choose to receive a notification when the customer has signed. You set this in your account settings by marking: Offer signed using open access link.

Generate work orders, service orders or sales orders

Click Generate work order, service order or sales order to create an order based on the quotation.

Generate Agreement

Click on generate agreement to create an agreement based on the quote. All data including uploaded files are included in the agreement. The agreement can be edited.

Delivery note

When you generate a sales order, a order confirmation is created at the same time to be printed or emailed. The delivery note also states the possible conditions entered in the quotation.

Information for administrators

Sign in with your admin account and go to Group settings – Module settings – Edit quotation settings.

Custom fields

Create custom fields to adapt the quote to your information needs. See more information about custom fields.

Group settings

• Use remote signing
  This function allows you to send quotations by e-mail for signing digitally directly by the customer. The signing is done via an external encrypted service and each signing has a unique “key”.

Payment settings

• User payment terms
  Enter number of days in the Default payment terms (days)– field
• Use default interests 
  Enter a number in the field Default interest.

• Show VAT
• Set default delivery day today
  Today’s date is always added to new quotes. You can change the date of a quote if needed.

Default description

In the Default description field you can enter text that you usually include in your quotes so you do not have to fill in the text every time. The text can be changed on the individual quote without changing the Default description.

Templates

If you have created a template for your quotations, upload it here.

Changing the Quotation settings does not affect already written and saved quotes.

Quotation-related user permissions

Create, View, Edit, Delete, Delete Uploaded Files linked to quotation.