This guide is intended to give you an over view of what to expect when you view the quote overview page. For guidance on how to complete a quote view our ‘Creating a quote or estimate’ Knowledge Base article.
The quote menu is located at the top right of the page and allows you to perform a number of functions pertaining to the quote.
- View order – takes you back to the order overview page.
- Add an estimated completion date – this allows you to enter a date upon which you think the work will be completed and paid – it’s useful to keep this updated in order to forecast your sales.
- Mark this quote as accepted – allows you to tell Flobot that the quote has been accepted by the customer.
- Mark this quote as rejected – allows you to tell Flobot that the quote has been rejected by the customer. Upon selecting this option you’ll be prompted to enter a rejection reason.
- Reset accepted/rejected status – selecting this option will clear the ‘Accepted’ or ‘Rejected’ status, useful if a customer has changed their mind or wants further time to decide.
- Preview quote – this option allows you to view the compiled quote as seen by the customer.
- Show quote log – every action that happens on a quote, whether it’s an edit or a customer viewing the quote, is stored and date stamped in the quote log. You can view the quote log by selecting this option.
- Show quote notes – To help remind you of conversations you’ve had about this quote, whether that’s with the customer, a third party supplier or the Field Team Member, you can keep dated notes. It’s really useful to keep these notes updated so that you know what’s happening at all times, and it’s also a great way to help the sales process. Selecting thsi option will show or hide the quote notes section.
- Lock status – if your Field Team member is working on the quote, it’s locked to prevent you from both working on it at the same time – if this is the case you’ll see a
lock symbol. If you attempt to edit a quote that’s ‘locked’, you’ll see a warning symbol on the row header. The lock is there for guidance only, but you may ignore the lock if you wish and continue to edit the quote. If this is the case, it’s best to move the order stage further on which will prevent the Field Team Member from working on the quote at the same time. You can do this be clicking ‘View order’ from the menu at the top, and editing the order stage from the order overview page.
- Issued to office on – this is the date and time at which the quote was submitted by the Field Team Member. If you’ve built the quote directly in the office without sending a Field team Member this field will be blank.
- Issued to customer on – this is the date and time at which the quote was submitted to the customer.
- Estimated order completion date – if you’re quote has been accepted, it’s a good idea to keep this entry up to date for forecasting purposes. It’s the date on which you think the order will complete (and thus be eligible for your sales figures)
- Quote result – the outcome of the quote will either show ‘Accepted’ alongside the date, ‘Rejected’ alongside the date, ‘Unknown’ or ‘N/A’ if it’s not been sent yet.
- Attachments – you can add attachments to your quote such as documents or diagrams and they’ll show here if you’ve added any. You can also delete these attachments.If you’ve got pictures to share, these are best embedded in the quote itself rather than included as attachments.
Whatever you enter on gthe next few boxes will appear on the quote to your customer:
- Summary of job – The summary is a descriptive overview of the job.
- ETTC – (Estimated time to complete) This gives your customer an idea of how long the work will
- Line – shows the line number for easy reference.
- Added by – the name of the person who added the line.
- Supplier – this column shows who will be supplying the labour or material on that line – this is especially useful if you use sub contractors, because they may supply materials for the job and you can record who will be supplying what for the order, meaning less mistakes,
- Quantity/Persons – the number of persons to be used on this particular part of the job, or the quantity of materials to be used.
- Description – a description of the materials, labour or item. This line is free text, so you can be as descriptive as you want here. If it’s a labour item, the number of days you’ve entered will be shown as the end of your description (e.g. Gas Safe Engineer (2 days))
- Cost each to the business – this figure represents the single price for one item (whether that’s labour or materials)
- Total cost to the business – this figure represents the product of the quantity multiplied by the unit cost for materials. For labour entries it represents the product of the number of hours days or weeks multiplied by the rate per hour, day or week, then multiplied by the number of persons (e.g. 3 days X £100 per day X 2 persons = £600)
- Markup % – this represents the percentage markup on this line item.
- Markup (Profit) – this represents the monetary value of the markup (profit).
- Cost to the customer – this represents the total costs of the line item plus the markup.
- Options – this dropdown allows you to edit or delete a line item.
Note for VAT registered companies – All prices shown in the itemisation rows exclude VAT, which will be added and shown in the itemisation summary section as shown below. You’ll note that you can also edit the deposit required from the customer by selecting the dropdown next to that row.
Description of work proposed
This section allows you to create the description of all of the work that makes up the price for your quote, and what you intend to do for that price.
This section allows you to enter any further details you wish to share with the customer.
For guidance on how to complete a quote view our ‘Creating a quote or estimate’ Knowledge Base article.