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Enter a Quote

Tradify provides for two options when generating Quotes:

 

  1. You can enter a Quote without a Job.  At any point during the Quoting process you can create a job from the Quote.  When the quote has been accepted by the customer the system even prompts you to create a Job if you need.

  2. You can enter a Quote for an existing Job.  This option is ideal if you wish to keep track of the Quoting process and the time spent on the tender process.  It also allows you to schedule appointments and tasks as part of the sales cycle.

 

 

Enter a Quote without a Job

 

To enter an Quote without a Job, go directly to the "Quotes" main menu.

 

1 - Click on Quotes > New Quote to open up a new Quote screen 

 

 

2 - Enter the required information as described below.

 

Customer – Enter the customer this Quote is for.  This field cannot be left blank. If this quote is for an existing customer search for the customer by typing in the customer field.

 

 

If this quote is for a new customer, click on the customer field and then click "New Customer" to create a new customer. You can find out more about entering a new customer here.

 

 

Site - Use this field to enter additional locations, if your customer has separate physical locations where work is to be done, and you wish to record the specific location this Quote is for.

 

Pricing Level – Select the pricing level to use for this Quote.  This determines which selling prices to use for labour and materials on this Quote. NOTE: You set selling prices per customer using pricing levels.  Pricing levels can be used to either calculate the selling price of materials based on a Buy Price + Markup % or you can fix the selling price to use.  Pricing levels also allow for different Charge Out Rates to be set for Labour/Billing Rates. This field defaults to the Pricing Level set on the customer record, however, you can change it here as required.  You can find out more about pricing levels here.

 

Quote Date – the date of the Quote. This defaults to today.

 

Due Date – the date the Quote expires. This defaults to today’s date + the number of days specified in the Default Expiry Days setting under Settings > Invoice, Quote & Purchase Settings > Quotes tab. You can find out more about quote settings here.

 

Reference – a customer reference or order number. This field is optional.

 

Document Theme - the Quote layout theme to use when printing or emailing this Quote . You can find out more about document themes here.

 

Description – a description of what the Quote is for or the work to be done. NOTE: The "Show Quote Description" display option in Quote tab of the Document Theme (see Settings > Invoice, Quote & Purchase Settings > Document Themes)  determines whether this shows on the printed quote or not. You can find out more about Quote Display Options here. This field is optional.

 

3 - Add labour and or material line items to the Quote.  Under the Line Items section of the Quote, click the button "Add Line Item"

 

 

Four options are presented when adding a line item.

 

 

Time – use this option to add a line item for labour.

 

Price List Item – use this option to add line items for materials from your system price lists.  Price List Items are items records that have already been entered into your system under Settings > Price Lists & Kits beforehand, each with specific cost, description and selling price details.  You can also add new Price List Item records from this screen if needed by clicking on Price List Item > New Price List Item.  You can find out more about price list items here.

 

Kit – use this option to add Kit line items.  Kits are pre-assembled or manufactured items which could be made up of labour, materials and other miscellaneous costs.  Essentially Kits can be used for commonly performed tasks that require the same labour and materials items each time. You can find out more about Kits here.

 

Miscellaneous – use this option to add a line item for any other item you wish to Quote for which you do not have a Price List Item or Kit record created.  Typically this is used for those once off items that are specifically bought in or will be made for this Job by a third party.

 

 

Adding a "Time"/Labour Line Item

 

To add a Time/Labour line item, click on "Time" and then enter all of the required information, then click "OK".

 

 

Billing Rate – the hourly rate at which the time is to be charged out at. You can find out more about billing rates here.

 

Description – a description of the time/labour line. This defaults to the billing rate’s display name, however, you can enter details of what the labour will cover.

 

Quantity – the number of hours to charge for this time/labour line.

 

Unit Cost – the cost per hour to use for this line.  This defaults to the billing rate hourly cost that is used purely for estimating, since it is unknown at the time of Quoting which field worker will be carrying out the work.

NOTE: The actual labour cost will come from the Staff Member/Field Worker who records time on a Job.

 

Unit Sell Price – the hourly rate to charge the customer for this time/labour line. This defaults to the Billing Rate's hourly charge out rate.

 

Section – the section you wish to group this line item under.  Sections can be added per Quote to provide a Work Break Down structure or Work Stages.  This makes the Quote more functional for yourself and easier for your customer to read.  Sections can also be copied to the Job as Tasks when the Quote has been attached or turned into a Job.  To add a Section, click on "New Section" to the right of this field.  

 

 

Sections allow for a short description and a long description which is optional.  Only the Long Description displays when you suppress the Section Line Details, using Document Theme Quote display options.  To find out more about this and how Sections can be used, click here.

 

 

Adding a "Price List Item" Line Item

To add a Price List Item to the Quote lines, select "Price List Item".

 

 

Price List Item – the Price List Item to use for this line. This field is searchable, items will appear in a drop down list as you type.

 

Description – the description of the Price List Item. This defaults to the Price List Item’s display name.

 

Quantity – the quantity required of the Price List Item. This defaults to 1.

 

Unit Cost – the unit cost of the Price List Item. This defaults to the Price List Item's cost.

 

Unit Sell Price – the unit selling price to be charge the customer for the Price List Item. This defaults to the price list item’s sell price as set or calculated by the Pricing Level set on the Quote.

 

Section – the section you wish to group this line item under.  Sections can be added per Quote to provide a Work Break Down structure or Work Stages.  This makes the Quote more functional for yourself and easier for your customer to read.  Sections can also be copied to the Job as Tasks when the Quote has been attached or turned into a Job.  To add a Section, click on "New Section" to the right of this field.

 

Search for the Price List Item by typing any part of the Price List Item's Description or Item Code in the "Search Price List" field.  NOTE: The more you type the more the Price List Items list will be filtered

 

 

Click on the Item in the filtered list that you wish to add

 

 

This then pulls through all the Price List Item's details including the Unit Cost and Selling Price.  

 

Enter the Quantity required and then lick on "OK" to add the Price List Item to the Quote Lines

 

 

Adding a "Kit" Line Item

 

To add a Kit line item, select "Kit".  Search for the Kit in the same way as illustrated above for Price List Items, enter the quantity required, then click "OK".

 

 

Kit – the Kit to use for this line. This field is searchable, Kit items will appear in a drop down list as you type. This field cannot be left blank.

 

Description – the description of the Kit. This defaults to the kit’s display name but can be altered if required.

 

Quantity – the quantity required of the Kit item selected. This defaults to 1.

 

Unit Cost – the unit cost of the Kit item. This defaults to the sum of the Kit component's costs.

 

Unit Sell Price – the unit sell price for this Kit that to be charged to the customer. This defaults to the sum of the Kit component's sell prices as set or calculated by the Price Level set on this Quote .

 

Section – the section you wish to group this line item under.  Sections can be added per Quote to provide a Work Break Down structure or Work Stages.  This makes the Quote more functional for yourself and easier for your customer to read.  Sections can also be copied to the Job as Tasks when the Quote has been attached or turned into a Job.  To add a Section, click on "New Section" to the right of this field.

 

 

Adding a "Miscellaneous" Line Item

 

To add a Miscellaneous line item, select "Miscellaneous", enter all of the required information, then click "OK".

 

 

Description – a description of the Miscellaneous line item.

 

Unit Cost – the unit cost of the Miscellaneous line item.

 

Unit Sell Price – the unit sell price to charge the customer for this Miscellaneous line item.

 

Tax Rate – the tax rate to use for this line. You can find out more about tax rates here.

 

Section – the section you wish to group this Kit line item under.  Sections can be added per Quote to provide a Work Break Down structure or Work Stages.  This makes the Quote more functional for yourself and easier for your customer to read.  Sections can also be copied to the Job as Tasks when the Quote has been attached or turned into a Job.  To add a Section, click on "New Section" to the right of this field.

 

 

Save and or Approve the Quote

 

4 - Once all the line items have added to the Quote, click on "Save Draft" to save the Quote in an editable form.  Click "Approve" to save the Quote in a NON-editable form.  Approved Quotes are locked to prevent further changes, however, they can be reset to an editable status by clicking on the "Options" button and then select the menu option, "Reset to Draft".

 

 

If you click "Approve" and confirm this when prompted, the buttons at the bottom left of the Quote screen change to: "Accept" | "Revise"

 

 

Accept - This sets the status of the Quote to "Accepted", and moves the Quote to this tab in the Quotes list.  You are also prompted to "Create a Job" if the Quote is not attached to or part of a Job record.

 

Revise - This sets the Quote status to "Cancelled", moving it to the Cancelled tab on the Quotes list, and creates a copy with a version number of the original Quote.

 

 

The Quote can then be altered and Approved as needed.  You can repeat this process as many times as needed.  The cancelled Quotes are maintained in the system and can be reactivated if needed by opening them up and clicking on Options > Reset to Draft as shown below.

 

 

NOTE: At any stage in the Quoting process you can create a Job from a Quote or attach the Quote to an existing Job, by clicking on the Options button and selecting the relevant menu option, as shown below

 

 

Enter a Quote for an existing Job

 

To enter a Quote for an existing job, you need to do this from within the Job screen.

 

1 - Click on the main "Jobs" menu. Find the job in the job list you wish to create a Quote for, then click on the "Job No" to get to open the job screen.

 

 

2 - Click on the "Quotes" tab and then click on "New Quote".

 

 

Follow the same steps as outlined above to enter the Quote and line details as required.

 

 

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