- What are quotes in Scoro?
- How to maximize the benefits of quotes?
- How to compile a quote?
- Advanced options
What are quotes in Scoro?
Quotes have a two-fold benefit in Scoro – they help to set clear expectations for the project both externally and internally. So even if you don’t send out quotes to your clients, we still strongly recommend incorporating quotes into your workflows in Scoro for internal purposes as it unlocks additional insights into your projects. You can leverage quotes for budgeting and cost estimations as well as project planning.
For the client, the quote is the price proposal – a document that clearly states what they will get and how much they will have to pay for it. It helps to ensure that you and the client are on the same page about the scope of the project.
For the internal team, the quote is the budget – it outlines how much you will earn for the project, how much you will have to invest into it, and how much you can expect to profit from it. It encourages you to think through the high-level deliverables and predict the quantity, cost, and price of the resources required to complete the project with the desired margins. In other words, you can estimate right off the bat whether you’re taking on a profitable project.
How to maximize the benefits of quotes?
To make quoting as smooth as possible, you should first standardize your products and services. While you have the flexibility to modify product/service data and price for each project or document, establishing a standard cost and price for your services helps to ensure that everyone sells services at a profitable price and that no one deviates too far from the expected profit margin. Additionally, it helps to automate document creation later on and lets you generate reports with comparable data. For example, you can easily analyze which services/products are most profitable using the detailed financial report. You can read more about the benefits of standardized services and how to set them up here.
In addition to setting up products and services, you should also set up labor cost for your internal team. This way, you can take full advantage of automated cost estimations on quotes and ensure healthy margins for your services. We’ll take a closer look at how that works in the next paragraphs.
How to compile a quote?
We recommend starting every project with a quote. This way, you can agree on the scope and price with the client, estimate the delivery cost and set clear expectations for the internal team. The data on the quote feeds into project reports, enabling you to compare your quoted estimates with the actual results in real-time.
There are several ways to create a new quote in Scoro. The easiest option is to use the quick actions menu in the top right corner, which you can access from any view.
Alternatively, you can navigate to the Quotes module or the Pipeline module and click the +New button there. You can also add a new quote directly from any project, company or person view.
Fill in general details
The top part of your quote holds general information about the quote. You have the client-facing data, such as client details, quote creation date, and due date, which indicates how long the quote is valid for. Additionally, you have fields meant solely for the internal team, such the estimated closing date, currency, status, price list and pricing method. Mandatory fields are indicated by a small orange dot.
First link your quote with a client. If the client is already in your database, you can simply select them from the dropdown list. To add a new client, enter the company name and click the [+] icon to fill in additional details without leaving the quote view.
If you want to link the quote with an already existing project, you can choose the respective project from the dropdown menu. If there's no project yet, leave that field empty.
Fields such as currency, status and price list are automatically filled in based on the site’s default settings or the client profile, but you can easily modify them in this view.
If you have enabled roles for your site, you also have to decide on the pricing method – whether you want to price your services based on service prices or role prices. If you don’t have roles enabled, service prices are applied by default and you don’t see the pricing method option in your quote view at all.
- Role prices – unit price of the product/service is determined by the selling price of the role. You can assign the role in the Cost and povider info column.
- Service prices – unit price is determined by the default selling price of the product/service itself.
We’ll dive further into both options in the next paragraph.
Define services, price and scope
The middle part of the quote is divided into two:
- Left side is the client-facing side that outlines services and holds price and scope related information.
- Right side is meant for internal cost estimation and margin calculations. Your client will not see the cost, margin and provider info on the quote as these columns are meant solely for internal purposes to help you assess profitability and ensure desired margins for each service.
Let’s look at the client-facing part first – how to add products and services to the price proposal.
If you’ve standardized your products and services (= your deliverables) and entered them into your product database, compiling the quote is easy as everything is half-automated. Simply select the suitable deliverable from the dropdown menu.
If you want to quote a completely new service, you can simply type in the service name manually. By default, Scoro will also add the new service into your database. If you want to fill out the whole product card for the new service, you can easily do it without leaving the quote view. Simply click on the [+] icon and fill in the details. However, be aware that this also means any user can add services into your database. Every time someone renames a standard service, it’s added into your database as another new service. This can easily result in duplicates and inaccurate reporting. So if you want to keep your service list clean, we recommend disabling the option Add new products/services on sales documents to product database under Settings > Sales and finance > General.
If you chose service prices as your pricing method:
As soon as you select a deliverable from the dropdown, Scoro will automatically apply the selling price you’ve set for this product/service in your product database. You can modify the preset price as needed. The quoted unit price will also be used for revenue tracking later when the project is in progress.
If you chose role prices as your pricing method:
When you select a deliverable from the dropdown, unit price will remain 0 at first. To populate the correct role-based selling price, you also need to assign a role or a specific doer for it in the Cost and provider info column. Scoro will then use this info to fill out the unit price accordingly – based on the role selling price. For example:
- If you assign a Senior Designer as the preliminary service provider, Scoro will apply the selling price of a Senior Designer to that service.
- If you assign Peter Kane as the preliminary service provider and Peter Kane is a Senior Designer, Scoro will apply the selling price of a Senior Designer to that service.
Role prices will also be used for revenue tracking later when the project is in progress.
If you want to use different role prices for the project than the default ones, you can easily modify role prices on a quote level. To do this, click the Modify role prices button next to the pricing method field. You can then adjust the selling price of each role for this particular project.
Note! If you want to modify role prices for the project it’s important to do it before you start adding services and roles to the quote. This way, Scoro will automatically use the updated role price(s) when you start adding services. If you modify role prices after you’ve added services to the quote, the unit price on the quote line will not be updated retrospectively. The updated role prices would then affect only revenue calculation later on in the project.
Estimate the costs
The cost estimation on the right-hand side is where you can predict your internal costs. Filling out the cost section with preliminary provider info will help you estimate the profit margin for each service.
You can use either in-house or outsourced resources to estimate costs. If you have previously set up labor costs for in-house resources or the buying price for outsourced resources, the estimate will be populated with respective data automatically.
You can modify the hourly labor rate directly on the quote by clicking on its value.
Structure the quote
You can easily change the order of the lines on the quote by dragging and dropping them around. Use the bin icon to delete rows or the + sign to add new ones.
You can break down your quote into sections to structure it better. For example, if your project has several phases, you can highlight what you offer in each of them with the help of subheadings. Just click on the [+] icon on the left-hand side of a quote line to add a subheading above it.
If your quote contains detailed service information that is more relevant for internal rather than external use, you can use subheadings to hide the details from the PDF and provide only a summarized view to your customer.
- Group prices – PDF displays the total price for all the services under this subheading
- Hide prices on rows – PDF hides row prices and displays just the deliverable name and the total group price
- Hide rows – PDF hides deliverable rows and shows only subheadings
See our article on subheadings for more details.
Send out the quote
If you've filled out all the necessary data, save your quote. After saving, you're taken to the quote detailed view where you can preview the quote before sending it out to the client. Just click on the PDF button to preview the document. You can also switch between PDF templates with ease and customize them according to your needs.
Use the Send button to send the quote out to the client directly from Scoro. The recipient’s field is automatically filled in based on the information on the contact card. If you’ve also filled in invoice e-mail templates in Scoro, the e-mail body will be prefilled as well – yet another tedious step automated!
If you want to modify your quote at any point, simply open the quote and click the Modify button in the top right corner. You can also delete the quote from the Modify view.
You can keep track of all your active quotes in the Pipeline. It shows you the number of quotes you have issued and are actively working on, as well as how many deals are in each stage of the sales process.
Turn the quote into a project
Once the client confirms the quote, set its status to Confirmed and use the data on the quote to automate the next steps in your workflow. Start by turning the quote into a project with the help of the Use data on quote to… button. This way, all data will be automatically interlinked and subheadings will be turned into project phases.
You can use the same button to turn your quoted deliverables into tasks as well – if that’s all the granularity you need.
Creating the project and tasks out of a quote lays a successful foundation for the Quoted vs Actual table, which lets you track your project progress and financial success in real-time. You can compare the actual results to your initial estimates so that you can course correct in time if you seem to be burning your budget too quickly. Furthermore, once the project is completed, you can draw conclusions about which services you under- or overquoted and use that knowledge to improve your estimates for the next project.
Use the quote for further automations
You can also automate several steps in your workflows with the help of quotes.
For example, if you quote similar services frequently, you may want to save yourself the trouble of starting from scratch every time. You can save any quote as a template for future reuse. Simply tick the Save as standard quote option in the top right corner before saving your quote. You can read more about templated quotes from here.
Additionally, you can reuse the data on your quote to automate project, task, invoice, bill, etc creation. This way, all project-related data is automatically interlinked. And it saves you from the tedious task of having to enter the same data several times into different documents. Read more about how to automate task and document creation with quotes.
We’ve walked through the basics of creating a quote in Scoro, but there are a number of other settings that you can use to fine-tune your quotes further.
Project on each line
If you’re working on several projects for one client and want to link each deliverable with a different project, use the Project on each line option. This will create a separate Project box for each service line. Note! The ‘Project on each line’ option is available only if you use service prices. It cannot be used with role prices.
Merging service/product lines
In some instances, you may want to plan out your services more granually on the quote for internal budgeting purposes, but merge them into a single service on the PDF you send to the client. For example, let's say you want to estimate the scope and the cost if you split the design task between a junior designer and a senior designer, but you still want to present it as a single design service to the client.
You can do it by creating a separate PDF template for this scenario. Head to Settings > Site settings > PDF templates and duplicate your current quote template to create a new one. Then open the Modify view. Navigate to the Price calculation table tab and scroll down to the Price calculation table settings. Use the option Grouped by products and tick the Summarize by groups box.
This will group the identical services into a single row on your quote.
Standard template – junior and senior services show as separate rows:
Modified template – junior and senior service show as a single row:
You can change the price list in the quote modify view at any point. However, please note that it is not recommended to change the price list once the project is in progress as it will affect all linked documents and revenue calculations.
If you want to add a product or a service by the product code, simply type the code into the product field.
If you wish to include more than one description for the deliverable, you can activate the setting Use secondary product/service description on lines under Settings > Sales and finance > General. For example, if you need one row to describe the product and the other one to describe the return policy.
To apply a discount, just enter the discount percentage into the % box at the bottom of the quote or click on the percentage icon to open the discount calculator.
You can also apply different discounts and tax rates on a line level, i.e. for each deliverable. You can find the default tax rate settings under Settings > Sales and finance > Tax rates and activate line-based discounts under Settings > Sales and finance > Discounts.