Typically each service quotation progresses through one or more of the following statuses:
New
Ready to Send
Sent
Approved
Rejected
Convert to Projects/Contracts
Note that a Rejected quotation can be subsequently Approved.
Actions
Clicking the Action button sets the appropriate status for the service quotation and usually displays a dialog or window for you to complete the action or review the results.
Copy Quotation - Copies this quotation to a new quotation
Generate Quotation - Creates a printable quotation.
Print Quotation - Displays a printable PDF of the quotation
Send Quotation - Sends the PDF to email recipients.
A quotation is changed to Approved or Rejected by selecting either status from the Status field in the header.
Convert to Projects/Contracts - Converts a quotation to contracts, projects, or both. A quotation must be Approved before it can be converted.
Messages confirm an action has completed successfully.
Processing Service Quotations
Select the CRM > Quotations > Service Quotations tab.
Click a quotation with a Status of New.
Click Actions > Generate Quotation.
The Status is set to Ready to Send.
Click Actions > Print Quotation.
Review the PDF to ensure it is correct.
If necessary, make changes to the quotation, regenerate and review the PDF again.
Click Actions > Send Quotation.
Email Template
Attach Quotation - Yes or No.
Send Email - Separate Recipients or Combined Recipients
Contacts - Optionally uncheck to exclude.
Other Email - Enter email addresses manually.
Attachments - Optionally check to include.
Click Send.
The Status is set to Sent.
When a client approves or rejects the quotation, set the Status field to:
Approved
Rejected
Click Save. If the quotation is Approved, you can convert the quotation.
If converting to a project, only one project will be created. You can optionally copy the structure of an existing project during conversion.
If converting to contracts, one contract will be created for each contract type included in your quotation—Service Items, Labor Items, Fixed Labor Item, Fixed Price Item. You must activate contracts before you can bill for them.
If both a contract and project are converted, you must activate the contract before the corresponding project shows itself linked to the contract. If multiple contracts and a project were created, ensure the correct contract is linked to the project.
Click Actions > Convert to Projects/Contracts.
A three-step wizard dialog displays.
Convert to Project - Set to Yes to enable the other fields in this wizard page.
Name
Start Date
End Date
Project Manager
Department
Copy Project From - Project Templates or All Projects
Project - Select the specific project template or project to copy from.
Description
Convert to Contract - Set to Yes to enable the other fields in this wizard page.
Select one or more service quotation line items to convert to contracts.
If the quotation is also being converted to a project, any contracts you create will be linked to the project.
Convert to Sales Order - Set to Yes to enable the other fields in this wizard page.
PO #
PO Date
Ship By
Price Level
Delivery Method
Payment Term
Delivery Type
Link To Project:- Existing Project or Converted Project
Project - Select if Existing Project was selected.
Sales Rep
Notes
After conversion, click the Project/Contract button.
Click the project created for this service quotation, if created. A new window or tab displays the project.
Click any of the contracts created for this service quotation, if created. A new window or tab displays the contract. You must activate created contracts to begin billing for their delivery.
