This article contains the following:
Setting up your account for Quoting
1 Account Settings
The first thing you'll need to do is enable quoting for your account. Go to the settings cog in the navigation bar and then select 'Extra Features'.
'Enable Quote Time & Parts' will be the first feature on the list. Click this checkbox to turn it on. One additional setting will also appear for 'Default charges as Actuals?', select this if you want all new charges added to jobs to be Actuals (not quoted).
Tip: Make sure to click save at the bottom of the page!
2 Quote Templates
The great news is we've already set up a default Quote Template for you! You can already use this template to generate quotes on any of your jobs. All you'll need is some Charges on the job that are Quoted > read more about that here.
You can find this template by going to the settings cog in your navigation bar, then selecting Document templates. Here you can make changes to the default template if you'd like to do so. You can read more about customising your templates here.
3 Quote Statuses
The last thing you'll need to manage your quote flow is some custom Job statuses for quoting. You can set these up by going to your Jobs list, clicking on the three dots in the top right and then selecting Settings as shown below.
Here you will see your list of Job Statuses. You can then add your additional job statuses for quoting, for example: For Quote, Quote Sent and Quote approved.
We recommend adding all of your quote statuses to the green status category, as this represents Jobs that are new and not ready to be scheduled yet.
Top Tip
You could also add a grey status for Quote Declined, to move those quotes that dont go ahead to the completed category.
Add as many statuses as your need for your business flow
That's it, you're all set up to Quote in GeoOp now! Learn more about how to Quote on Jobs below.
How to Quote on a Job
We've outlined below the simple steps to Quoting a Job in GeoOp.
Create a Job and set it to 'For Quoting' status
You can read more about creating jobs here and more about quote statuses here.
Add Labour or Part Charges to the Job with type 'Quote'
When you add your labour and parts you'll see an option at the top of the modal for type: Quote or Actual. Make sure to select Quote. If you don't see that option please refer to this step.
Tip: You can see which Charges are type 'Quote' in your charges list by looking at the colour of the icon under the column header 'type'. Grey indicates Quote and green indicates Actuals.
Generate a Quote Document
Once you've got all the Charges added to the job you want to quote, its time to generate a Quote PDF. To generate a quote, simply click on the 'Generate Document' button at the top of the job. From here select 'Quote'. A PDF copy of the quote will then be saved into the Notes & Documents section of the job.
You can read more about customising this quote template here.
We recommend opening the PDF file just to check if all of the information is correct. Below is an example of a quote generated from the GeoOp default Quote Template.
Send the Quote to your Client for Approval
Once you've generated your quote PDF file, you can send it to your client by clicking on the 'Send Message' button at the top of the Job. From here tick the checkbox of the quote PDF file/s you want to send. You can also include a message for your clients.
Then your client can either let you know if they decline or approve the quote by replying to the email. Depending on your workflow we then recommend doing the following:
Transition the Job Status to reflect the status of the quote (e.g. Approved, Declined)
If Approved, the next person in your workflow can pick that job up for Scheduling.
Create 'Actual' Charges against your quoted ones as they occur, so that you can then invoice your Job
To do this, simply head to the charges on the job and select the green + button next to the quoted items. You can then make any adjustments to quantities or pricing. Those will reflect against the quoted items in the Charges list.
We've shown in this screenshot where you can find the green + button and what an 'Actual' Charge listed against a 'Quoted' Charge will look like.
Top Tips:
Make sure to check all charges (quoted and actuals) to see if they are marked as Billable. You may not want your quoted items to show up on an invoice. Select billable items by ticking the checkbox under the billable column.
If the client requests amendments to the quote, you can make those changes in the charges list and simply generate another quote document to send off in response.
Multiple actuals can be recorded against 1 quoted item if required
You can see which Charges are type Quote in your charges list by looking at the colour of the icon under the column header 'type'. Grey indicates Quote and green indicates Actuals.
Managing your Quotes
Those quote statuses that we set earlier are the best way to manage where all your quotes are at. As your quoted jobs move through the flow of statuses you'll easily be able to see how many Quotes you have sitting in each status at any given time and what Quotes need actioning.
You can do this by heading to your Jobs List from the navigation bar. Find the coloured status filter and click it to see a breakdown of how many Jobs fall within each status. We show you an example below:
From here you can select any of those statuses to further filter which ones you need to action. For example, admin people can schedule the jobs under the "Quote Approved" status for the booked date and time.