After you've made a rate search and saved your quote you need to know how to manage your quote requests. After choosing your rates and clicking save you’re now ready to start contacting the customer about the quotation.
In order to find all of your quotes, click on the Air tab and then Quotations.
From here you can use the search tool to narrow down your search by including the user, group, associated, branches, quote status, and more.
Once you have found your quote, you’ll be able to see various pieces of information within its row. These include the Code or a numerical number of the quote, the client that created the quote, the routing, date created, weights and dimensions, and its current status.
You’ll also find a column which is called Up to date. This column will indicate whether the static rates chosen for the quote are still valid or not. If it shows a green tick, the rates are valid, a yellow triangle with an exclamation mark indicates that the rates have changed and a new search will have to be made.
Looking at the Status column will give you an indication of what is happening with the quote. Depending on the stage of the quotation, you’ll see a status reflecting this.
Whenever the client or airline interacts with a sent interactive quotation, the status will automatically change. But you can also choose to manually change the status by selecting one from the dropdown if you have agreed on a price externally.
Manually entering won status
If your client agrees on the quote and you want to select this manually, click on Won from the dropdown menu. You’ll then be shown a pop-up asking you to select which airline’s quote was successful as well as any supporting notes and the AWB used for the shipment.
Once you’ve entered this information click on Save. The quote status will then update to Won.
Manually entering lost status
If your client rejects the quote and no longer wants to use it, click on Lost from the dropdown menu. You’ll then be shown a pop-up asking you to select the reason for the rejection and add any supporting notes for the quotation.
Click Save and the status will update.
Tip: Click on the three horizontal dots located to the right-hand side of each quote, then select Logs from the dropdown to see a complete list of all the changes within that particular quote. You’ll be able to see the date and time of the change, the user who made it, and the modification.
You also have the option to download the PDF if you want to send it externally away from your WebCargo account. Click on the PDF symbol to the right hand side of the Status dropdown.
Clicking on this will automatically download the PDF. You can then forward this on to your client who can interact with it directly as it is dynamic and connected to the quote on your account. Inside the PDF you have a breakdown of the quote as well as two buttons to Accept or Reject.
When either of these actions has been completed, this will be reflected under the Quotations tab with the corresponding quotation. If rejected, you will see the status Lost, and accepted you will see the status Won.
You can click on the three horizontal dots under the Actions column which will give you many more options to interact with your quotation. The options you see will be different depending on the status of the quote.
Actions if quote has Won status
Clicking Edit will allow you to make a new search for rates. You will go back to the static rate search page, where you can edit and add more conditions, change your weight and dimensions and choose more routes. Then follow the normal quotation creation process and click Save.
After doing this, the quote information will be updated. This will be reflected in the date shown underneath the Date column.
Duplicate will copy the exact same conditions as you had made for the current quote. Clicking this button will open a pop-up where you can select the conditions you want to be duplicated, as well as adding any new ones.
Click Create and you’ll be taken to the Air tab where you can make a new static rate search with the duplicated information included.
Download Excel will allow you to download an Excel file showing all of the quote information. You can choose the language it should be in and click on the corresponding boxes for the information you want to be included, including your company logo. Click Download to save the file to your computer.
Download PDF will download a PDF version of the quote, as mentioned earlier. This will contain a complete breakdown of routing, prices and contact information.
Send will send the quote directly to the client you had entered in the quotation creation process. Clicking on this will open another window where you will get a confirmation that the email has been sent correctly.
Statistics will give you a breakdown of the statistics related to the quote, such as the percentage it is below market, within market standards and above market standards. You’ll also be able to see your profit margin, with all sections colour coded accordingly.
In order to set up Corporate products, you’ll first need to be an admin or a super admin. Head to the Settings tab, then Products, then click on the plus symbol. You’ll then be able to add information about what types of rates and services should be included as well as codes and specific names.
Logs will show you a complete history of the changes and requests that have been made in regards to the quote.
Accepted routes will show you the route that was accepted by the customer (if accepted), but will also show you the rejected route and any other supporting notes.
Delete will remove the quote completely, including all communication related to it. Please be careful when deleting your quote as this cannot be recovered.