Creating a Quote and using Quote Templates

Quotes for an Account/Contact are typically created from the Sales Appointment, however, you can create Quotes without scheduling a Sales Appointment. In this Article we will review how to do both. 

A Quote consists of multiple Quote Items. Some companies choose to create detailed itemized Quotes while others create lump sum Quotes with only a single line item. Discuss this with your management team before creating a new Quote. 

Create a Quote from: 

• Sales Appointment page
• Sales Opportunity page
• Account page: Quote Related List 

Once a Quote is created, you can insert a Quote Template to have a group of Products added to the Quote in a single action. Or, you can add Quote Items one at a time, using the Create Quote Item button. 

Watch this 3-minute video: 

If your system does not have Quote Templates or Products created in the database, you'll want to watch the following videos to complete the setup of your system, see also: Create Quote Templates and Products

In this example we will show how to create Quote Items from individual Products for a Quote or use a Quote Template to pull a pre-defined group of Products into the Quote Item records. Then, we will Result the Sales Opportunities, select the Quote and automatically convert the Quote and Quote Items to a Sale and Sale Items.  

Remember, when you Result the Sales Opportunities, a Quote must meet the following criteria in order to be converted to a Sale (and selectable in the Resulting Flow)

• Status equals Proposed
• Valid Until date is less than Today, OR
• Valid Until date is blank 

Click New Quote button from the Sales Appointment page

 

Alternatively, you can create a New Quote from the Account page in the event that the customer does not have an Appointment scheduled.

Click the Related Tab. Scroll down to the Quotes related list.

Click the New button within the Quotes related list

Next, select Add Quote Item from the Quote page

 

Select the Product you would like to add as a Quote Item to the Quote.  If you do not have Products in the database, you'll need to Create your Products first, before creating Quotes for Quote Items. 

Note: Products listed will be filtered by the Product Category of Interest from the Sales Appointment Opportunity.  Select a Product, and enter the appropriate Quantity, if the item is Taxable, and then use the Save & New button to continue adding more Products to the Quote. On the last Product, you'll simply click Save.  

Select  Quote  Items tab from the Quote to view the list of Quote Items already associated with the Quote.  

 

Alternatively, rather than Reps selecting one Product at a time, your team may have chosen to use Quote Templates to streamline the estimation process. Instead, click on Add Quote Template to choose a pre-defined group of Products to pull onto this Quote. 

 

If your system does not have Quote Templates setup, please go to: Working with Products and Quote Templates

First, you'll select the Product Category you are quoting, then choose a Quote Template and click Save.

 

Note: If you are quoting multiple Product Categories, you will need to apply each Quote Template one at a time. Select the first Template and click Save. Then click the Add Quote Template button again, to add Products from an additional Quote Template. 

The Quote Items will be defined by the Products within the Quote Template. These Items can then be edited individually without impacting the Quote Template. 

In this example, the Roofing Template has Products that are priced per Square and priced per Linear Foot. The Sales Rep will need to enter the appropriate Quantities after getting measurements. To Edit the Quantity, click the arrow next to the Product and choose Edit. 

Once the Quantities are entered, the Quote should represent an accurate price for the job and the Sales Rep can generate a PDF Quote document for the customer to sign. 

You can Edit the Quote itself by selecting Edit from the dropdown menu, should you need to change the Valid Until date or the Status of the Quote. 

 

Always be sure and update the Status and Valid Until date to ensure this Quote doesn't slip through the cracks when rehashing.  

How to Generate a PDF Quote Document

If you do not have the PDF Generator tool installed in your improveit 360 system, open a Support ticket and reach out to a member of our team. 

From the Quote page, click the PDF Generator Tab

Select the down arrow text to the Document template you will to use when generating your PDF Document. Note: Your business may use different templates for different types of Projects. Be sure to select the appropriate Document Template. 

Next, select if you'd like to generate a PDF file and attach it to the Quote record in improveit 360 (using Save to Record). Or if you'd like to Download it to your computer.

If you Select Download, you should see a success message from your web browser when the file has successfully downloaded. 

If you select Save to Record, you will see a success toast message when the file has successfully attached to the Quote record in improveit 360. 

From the Quote record, if you've Saved the file to the record you will see the PDF document in the Files section on the Quote page:

Once the PDF document is attached, you can also find this document by using the File Manager tool from the Account page, keeping all your Files in one centralized location where they're easy to find.