Creating a Quote

First of all, navigate to Sales menu, and select Quotes and then click on either New Quote or Quote From Template (this uses a pre-defined form template that you can set up as per the link above).

You can also create a new Quote directly from the Quotes tab on a customer record or an Opportunity.

Creating a new Quote from a customer record

Creating a Quote from an Opportunity

The first part of the quote screen describes to whom the quote will be sent. Start typing the contact name. The list of contacts will filter automatically. You’ll note that the name of the company is also shown in brackets, and if the person you choose is related to a company that field will be filled in automatically.

The rest of the fields are fairly self explanatory. The Template field determines which web based quoting template you will use.

If you chose Quote From Template, the details from your template will pull through and populate the new Quote record.

If you want the customer to be able to accept the Quote online, you need to ensure the Can Accept Online box is ticked. This guide will show you how to set this option as the default on a system level.

When you create a Quote, you can do so using a Quote Form Template or create a Quote using a blank form.

Once your Quote has been created, you can also select a:

• Web Template
• PDF Template
• Email Template

Template options on a Quote

When creating an Email or SMS Activity from the toolbar, you will also have the option to select an Email or SMS Template.

Activity toolbar on a Quote

Selecting an Email Template

Selecting an SMS template

You can open an existing Quote and on the activity toolbar, select Copy then Copy As New to transfer all the details onto a new Quote.

You can also use an existing Quote to create a new Quote Form Template.

You can add items to the quote by selecting from the items list. If you’re linked with MYOB or XERO, then these products will most likely come from your accounting system.

You can also see the Add Item button that allows you to add new items, groups, comments or subtotals.

Item groups

An Items group is a group of items, either for convenience or to allow the use of options on a quote.

Save & Close any Quote, and it will go back into the “View” mode where you can preview it as either:

• A Web Quote – just click on Preview As Customer and the online version will open in a new tab. If you want to email the customer a link to their online Quote, just click on the Copy URL button and paste this into an email.
• A PDF – just click on Preview > Quote and the PDF will open in a new tab. You can attach the PDF version to an Email you send from the Quote record.

Following is an example of a web quote as the customer will see it. You can customise your Web Quote Templates with these instructions.

When the quote is emailed or sent to the customer as a text message, they have the ability to accept and sign the quote online, as long as the Can Accept Online box is ticked on the Quote. You can also have this box ticked by default by adjusting your system Quote Preferences.

This updates the quote status to ACCEPTED inside CRM, and from there it can be progressed as a sale either in CRM or directly in the accounting system.