Prerequisites
Users must have the Quotes > Manage Quotes permission to create a quote.
An opportunity or job must have a site and a customer contact (not site contact) before a quote can be created.
Creating a new Quote
This guide covers creating new quotes in Opportunities and Jobs. Examples are from an Opportunity.
1. Creating a new quote
You can create a new blank quote or create a quote from a template. A template pre-fills the quote with the data from the template.
Select the Quotes tab in the opportunity or job.
Select the blue plus to create a new empty quote, or select Create from template to start with a template.
If you selected Create from Template, select a template from the drop-down list.
Select Create to create the quote.
The new quote will be opened for editing.
Enter a name. The name is a friendly name to differentiate the quotes. eg, Initial Proposal or Discount Applied
Optionally, add a description to the Top Section. The Top Section usually specifies the scope of works or summarises the quote.
Optionally, add a description to the Bottom Section. The Bottom Section usually specifies the Terms and Conditions and/or Exclusions of the quote.
2. Select the quote settings
In the settings panel on the right:
Select a Cost. The cost sets your buy price. It selects from the Standard Cost or Trade prices in your item catalogue.
Select a Sell. The sell sets the prices you will quote to your customer. You can select Margin or Markup from the buy price, or load prices from a price book.
Select the value. After selecting the cost method, enter the margin/markup amount or select the price book to use.
Optionally enter a Budget. This does not affect the quote pricing. See Budget below.
Optionally change the Theme. This selects the Document Theme for the quote pdf.
Optionally change the Policy. For more information see Managing Quote Policies.
3. Add the quote sections and items
Sections
Sections are used to organise and give structure to large quotes. Each section will appear with its own subtotal on the quote. Sections have the following properties:
Title: The title becomes the section header on the quote and the name of the section in the quote summary.
Description: The description text gives a summary of what this section contains.
Items: Each section contains one or more items. Items are used to calculate the price and profitability of the quote. Items become the job items when the quote is converted to a job.
The quote has the first section added by default.
To add a new section select the + at the end of the dashed section border.
To delete a section select the three dots to the right of the section title.
You can also add Cost Only sections. Cost Only sections are for tracking internal costs, eg, lists of required materials or equipment hire. Cost Only sections cannot have sell prices and do not appear on customer-facing documents.
Items
Add items to the section. Complete the steps below to add an item to your quote. You can also upload items using a csv file, see below.
To add an item, select Add Item in one of the sections. The item catalogue will appear.
Enter the item's name in the search box or browse the categories for the item.
Select the item you want to add, then select + Add to add the item.
The item will appear in the section.
Edit the item's quantity as required.
You may adjust the buy and sell prices by selecting their padlock to unlock them. Selecting the padlock a second time will revert the price to its default.
You may add an adjustment. The adjustment will modify the total price of the item line by a percentage or a fixed amount.
You may also edit the tax.
Repeat these steps to add additional items as required.
4. Review the quote summary
Select the Summary icon to view the cost summary and confirm the pricing is accurate.
You can download the pdf to check that the description texts appear as you intended.
Uploading items using a csv file
You can use a csv file to upload a list of many items. eg, from a scoping spreadsheet.
Preparing your csv file
Open a blank Excel document.
Type the following headers on the top row: code, quantity, location, note
Add items to the rows, or copy the columns from another spreadsheet.
code: code must match an item name from the catalogue.
quantity: The quantity of items in this item line.
location: An optional text field to specify where this item should be installed.
note: An optional text field to record any other notes about this item.
Save the spreadsheet as a csv file and close the spreadsheet.
Importing the csv file
In a section of the quote, select the down arrow next to Add Item, then select Import Items.
Browse for your csv file.
The items will be imported and appear in the section of the quote.
Budget
Budget allows you to track the expenses of a job against your original estimates. Budget does not affect the job's financials, it is there as information only.
Budget is useful for tracking estimated expenses separately from the quoted prices. The budget in the accepted quote will be copied to the Financial Recap screen when the Opportunity is converted to a job. For more details see Financial Recap.
Result
Your quote is now completed and ready for approval.