Prerequisites
Users must have the Quotes > Access permission to view quotes.
Users must have the Quotes > Manage Quotes permission to create and edit quotes.
Users must have the Quotes > Approve Quotes permission to approve quotes.
Managing Quotes
Quotes move through various stages.
Draft / Changes Required: Draft quotes can be edited and must be approved before they can be accepted. Changes Required quotes can be edited like draft quotes.
Pending Approval: Users without the Approve Quote permission must submit quotes to be approved.
Approved: Approved quotes can be emailed to the customer for acceptance.
Accepted: Accepted quotes will be imported to the job when the opportunity is converted.
Accepted quotes in a job can be converted to a new stage or added to an existing stage.
Creating a new quote
See Creating a new Quote.
Approving a quote
Confirm that the correct pdf template is selected before you approve a quote. You can download a pdf of the quote while the quote is in draft to confirm the template reads as expected. To manage the quote email templates see Creating a new template in Document Themes.
Quotes must be approved before they can be emailed to customers. To approve a quote, open the quote and select Approve.
Alternatively, you can select Changes Required to send the quote back to draft status. You can add a message to assist the quote creator in making the correct changes.
Approved quotes cannot be modified. If you wish to modify an approved quote you must revise it.
Revising a quote
To revise an approved quote, open the quote and select Revise.
Revising a quote creates a copy of the quote and then cancels the original. The copy is a new quote in Draft status.
You can then edit the new draft quote until it is approved.
Emailing a quote
Once a quote has been approved you can email it to the customer.
Confirm the correct pdf template is selected.
Check the Quote Date under the address. This is the value that will fill the quote.date merge field.
Select the email icon to email the quote to the customer.
A New Email dialog will appear.
You can select an email template, or type a new email. Select a template using the Select a Template drop-down list.
When typing a new email or editing a template you can type # at any time to bring up a list of mail merge fields. After typing #, you can type a partial field name to filter the list.
For more info on merge fields see Managing Merge Templates.
Example email to a customer
This is an example of the email your customer will receive.
When the customer selects View Quote in the email, it will take them to a webpage displaying the quote pdf. The customer can print and download the pdf.
Online Acceptance
If Online Acceptance is enabled in the quote policy, the webpage will display Accept and Decline buttons.
The customer can select Accept or Decline. These buttons are the same as the internal Accept and Decline buttons in an approved quote.
Accepting or declining a quote
Selecting Accept or Decline will update the quote status.
Accepted quotes will be included when the opportunity is converted into a job.
Declined quotes are similar to cancelled quotes. They can be revised using the Revise button.
Result
Once a quote has been accepted you can update the Opportunity's status to Won to convert the opportunity to a job. See Managing Opportunities.