To configure default settings for new quotes, follow these steps: go to Admin, then Quotes, and finally Quote Settings. Under the "Config" tab, you will find several global settings that you can enable or disable. By default these will be set to best practise settings so we recommend you only change them when you need to.
Use site's default from address: Choose to use a default from address for email notifications, instead of the quote owner's address.
Implicit terms & conditions: Activate this to assume that your customers have pre-agreed to your terms and conditions.
Show product availability information in quote to customers: Enable this to display product availability in quotes and on customer storefronts.
Append PDI number to quote item names in external system: This will add the manufacturer part number to the product name in Autotask, aiding quick identification during post-sales ticketing.
Free shipping if above value: Set an order value threshold for unlocking free shipping.
Turn on anonymous approvals for your site: Enable this to allow customers to approve quotes without needing to sign-in via SSO. This can be altered on a per-quote basis in the quote settings tab if necessary.
Use simplified view on quote presentation for anonymous viewers: This hides the top navigation bar and login menu option, leaving only the share quote buttons and the download PDF button visible for your customer.
Notify the quote owner when the quote is sent to the customer: Activating this sends a notification to the quote owner.
Include PDF on order confirmation: This will add the approved quote as a PDF attachment to the order confirmation email.
Disable products hyperlink for customer: Enable this to prevent customers from being able to click on a quote line item and navigate to the product page in your catalog.
Hide PO number to customer: This hides the Purchase Order (PO) field in the quote from the end customers.
Customer can update shipping address: If deactivated, only you can modify the shipping address.
Enable signature on approval: When activated, this will require your customer to draw or upload a signature to approve the quote when not logged in.
Determine how your want products and services to show on your quote
Consider how you'd like your products and services to be displayed as line items on the quote. You have the option to display them using their name, description, or a combination of both. These settings can be individually adjusted for products and services.
The "Send a copy to" function allows you to share quote notifications with one or more of your internal Autotask users. If you prefer, you can also specify an email address to receive a copy of these notifications.
Quote PDF filename conventions
Here, you can set a naming convention for quote PDF files, making it easier to organise and keep track of your documents.
Internal approval workflow
Navigate to the Approval Rules tab to configure Salesbuildr to require an internal approval workflow when the quote hits one or more of the following conditions. You can set one or more internal approvers that can approve the quote before it will be sent to the customer. The "Notification to additional contact for quote approval" email template is used to notify the internal contact that an approval is required. If you need more complex approval rules, please read the advanced approvals article.
Default Quote settings
On the quote setting tab, you can set the default that you want to apply each time you create a new quote. By default these will be set to best practise settings so we recommend you only change them when you need to. You can always change these on the settings tab in the quote editor on a per quote basis.
Default payment term (Select the default payment term that needs to be applied to new quotes)
Default expiration time (Set the default expiration time that needs to be applied to new quotes)
Days before expiry to send reminder (Set when you want your customer to get a reminder to view and approve the quote. This will use the email template for sending reminders )
Hide tax on quote (this will hide the tax)
Hide one time and recurring total summary (this will hide the quote total section)
Hide product images (This will turn off product images in quotes, providing more space for the name and description)
Attach PDF (This will attach the quote as PDF with the outgoing email. Not recommended because you cannot change the PDF once it has been sent)
Recipient can adjust quantities (this enables the end customer to change the quantities of line items)
This quote can be approved without logging in (prevents the end customer from having to sign-in to be able to approve the quote)
Hide sign in options for anonymous user on quote presentation page (prevents login buttons to appear on the quote).
Notify when viewed (sends a notification when the quote has been viewed)
Notify on first view only (only sends a single notification when the quote has been viewed. instead of a notification for every view)
Show the total amount section in the quote summary section
Show the grand total amount (will add the one time cost and the total recurring cost to calculate the total for the first payment)
Show subtotal for each product section (shows a subtotal per product section in the quote)
Any customer specific payment terms you have configured on the customers admin tab will overrule the global quote settings.
How to set default payment terms
Here you can set different available payment terms that can be applied to a quote. You can also link a specific payment term to a customer.
How to set default payment types
Here you can set different available payment types that can be applied to a quote.
How to configure shipping
You can manage a list of shipping costs by navigating to Admin, Quote settings, Shipping tab. Here, you can set your cost and price per shipping type so they can be used in quotes.
Shipping can to be applied to quotes after clicking on the send button.
If you use Autotask, Salesbuildr automatically pulls in the shipping costs you have setup in Autotask under Admin - Finance, Accounting and Invoicing - Shipping Types.
How to configure free shipping above a certain quote value
You can offer free shipping when the quote exceeds a certain amount by navigating to Admin - Configuration - Quotes and setting the "Free shipping if above value" amount.
How to automatically apply shipping costs based on the product subcategory
You can configure shipping costs to be automatically applied when products from a specific category are added to a quote by navigating to Admin - Categories. Select a category and choose the shipping type that you want to apply.
