There are a couple of ways to add a new quote:
- Click on the plus sign in the header menu and select New quote.
- Click on the button + New in the quote list or pipeline.
- Go to the Project list, open a project that you would like to link the quote to, and add a new quote.
- You can do the same, by choosing the preferred company or person from the relevant list.
Be sure to link the quote to a project, if you haven't done it already. This way you can later on turn the services on the quote straight into tasks for your team members.
You can also link each product/service line with a different project in case you have multiple projects in the works with one company, for example. For this option, select Project on each line.
You can then select a separate project on each product/service line.
Enter the client and contact person you want to send the quote to.
When the contact person for the chosen company is in the database, this field is automatically filled out.
If the entered company (or the contact person) is not in the database, type in the name and click on the grey plus sign to fill out the contact details.
When adding products/services, the prices and units are displayed automatically if you have entered them into the product database. The displayed price can be changed manually. When you add a new product to the product/service line, it's also be saved to the product database.
Every product can have a description.
Note! Make sure you have linked activity types to products in case you wish to use time-billing and bill for your services (products), this way you won't have to do the linking later on.
If accounting objects are enabled under settings, you can link them to products.
If you wish to find a product using the product code, type the code into the box Select product.
To use two descriptions, (one to describe the product, the other for return policy info, for example), activate the option Use secondary product/service description on lines.
To see the margin of products/services offered, enter the cost for each product.
You can also add a service provider to the product/service, a doer (someone from your in-house team), or a supplier. A company is displayed in the supplier list if they have been marked as a supplier in the contact modify view.
The cost will not be displayed on the PDF, but it will give you a real-time overview of gross margin.
How many product/service lines are displayed by default when compiling a new quote depends on your preferences. Set up the preferred number of rows under Settings > Sales and finance > Quotes.
Lines can be added, deleted, and dragged-dropped into order.
Subheadings make long quotes easier to view. You can also group prices for better overview, hide entire rows to simplify the view or hide prices on rows.
If you do not wish to display the prices of rows on the PDF, you can hide them. In that case, clients will only see the sum of rows following the subheadings. Read more about subheadings.
Tax rates and discounts can also be line-based – separate for each product/service on the quote. Take a look at your tax rates under Settings > Sales and finance > Tax rates and activate line-based discounts under Settings > Sales and finance > Discounts.
To give a discount on a product/service, just type in the percentage of the discount or click on the percentage icon to open the discount calculator.
You can also create custom price lists for different clients to make quoting even easier.
If you've filled out all the necessary data, save the quote. After saving, you're taken to the quote detailed view where you can send the quote to the client.
The recipient’s field is automatically filled out based on the information on the contact card. So is the content of the e-mail, if you have entered the information under respective settings.
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Modifying and deleting
To modify an existing quote, click on the quote number in the quote list.
You can also find the modify button when you click on the company name of the quote in the list.
You can delete the quote in the modify view if your user has the relevant permissions.