Give a customer a quote

Use this when a customer asks for a price before they buy. For example, a shop wants a quote for ten phone chargers and five screen guards. This quotation isn’t linked to a repair job.

For a quote on a repair, make it from the job instead. See Send a repair quote and get the customer’s yes or no.

Before you start

• To make or change a quotation, ask your shop owner to let you (Quotations — Create & edit). To approve or reject one for the customer, you need Quotations — Approve or reject.
• Have the customer’s name ready. You can add a new customer from the quotation form.
• If you run more than one business, pick the right business in the switcher first. The quotation keeps that business’s name, logo and number series.

Make and send the quotation

On a computer

1. In the left menu, click Quotations. Then click + (Add quotation) at the top of the list.

   The Create quotation page opens. The line at the top shows which business it’s for.

2. Under Customer information, choose the customer in Customer name.

3. If you like, click Add validity and choose how many days the price stays good. The Valid until date is worked out for you.

4. Under Services and Parts, search and add what you’re quoting for. Set the price and quantity on each row.

   You need at least one part or service. Otherwise you see “Add at least one part or service”.

   

   Desktop

5. Add a discount, note or terms if you want them printed.

6. At the top, click Create.

   The Quotation created window opens: “Send it across so the customer can approve.”

7. Under Notify customer, tick how to send it. Then click Send & close. You can also print it from this window.

On a phone

New to the phone app? See Getting around on your phone.

1. Tap More. Under Sales, tap Quotations. Then tap + (Add quotation).

   Or tap the + button in the bottom bar and choose Quotation.

2. Choose the customer in Customer name.

3. If you like, tap Add validity and choose the number of days.

4. Add the services and parts, with price and quantity.

5. Tap Create at the bottom.

6. In the Quotation created window, tap how to send it under Notify customer. Then tap Send & close.

The customer gets a link to the quotation. They can open it and tap Approve or Reject. If they have a customer login, they also see it under Quotes.

Approve or reject for the customer

Use this when the customer tells you their answer at the counter or on a call.

1. Go to Quotations and click the quotation.

   On the list, each Awaiting approval card also has a tick (approve) and a cross (reject) button.

2. At the top, click Approve or Reject.

3. If you like, type a Comment, for example “Approved on call”.

4. Under Send alert, tick how to tell the customer.

5. Click Approve quotation or Reject quotation.

   The quotation shows who decided and when.

   

   Desktop

Done!

The quotation shows Approved or Rejected. If the customer said yes and you quoted only parts, you can now turn it into a sale.

Good to know

• Quotation stages. A new quotation is Awaiting approval. Then it becomes Approved or Rejected. While you’re changing it, it shows Modified.
• An expired quotation can’t be approved. You see “This quotation has expired and can’t be approved. Revise it with a new validity date first.”
• The validity date on the quotation page. It shows as Valid until while the date is still ahead, and Expired on once it has passed. The customer can approve until the end of that day.
• Turn it into a sale. If the quotation has only parts, a Convert to sale button appears. See Turn a quotation into a sale.
• Numbers. Each quotation takes the next number in your quotation series. See Document numbers.

Change a quotation

1. Open the quotation and click Edit.
2. Confirm “Revise this quotation? A new revision is created with the current services and parts.”
3. Make your changes and click Update. The quotation now shows Modified.
4. On the quotation page, click Update. Add a Comment if you like, tick how to tell the customer, and click Update quotation.

The quotation goes back to Awaiting approval and keeps its number. Older versions stay in the revision menu at the top of the quotation page.

Other buttons on the quotation page

• Send notification sends the quotation again by the message types you tick.
• WhatsApp opens WhatsApp with the message typed for you. You press send.
• Print gives you the A4 or receipt printout. In the Android or iPhone app, the share button next to it (Share) sends the printout from your phone. See Print a job sheet, invoice or other document.