Copying a Quote

A simple way to create a new quoteA quote contains details of the costs that your client should expect to incur if they proceed with the job. There may be some variation between the quoted costs and actual costs, but your client should have some confidence that this variation will be small. In WorkflowMax there is no difference between an estimate and a quote, apart from the name. In practice, the client may expect that quoted costs will be more accurate than estimated costs, if the job goes ahead. See also Master quote. is to copy an existing one. You can then change existing details, and add new ones, as required.

These instructions assume that you are copying an existing quote. If necessary, you can copy an estimate and then convert it to a quote (see Changing an estimate to a quote).

To create a new quote by copying an existing quote:

  1. In the Business menu, select Quotes.
  2. If required, select the down-arrow to the right of the page title and select the required filterA filter provides a quick way to display only selected clients, invoices, quotes and work in progress based on pre-defined criteria. Once a filter has been selected, it becomes the default title for the page. Page titles that are also filter names are shown in blue text with a drop-down arrow, at right..

  3. Drill down on the number of the quote you wish to copy.
  4. On the quote information screen, select Options > Copy Quote.
  5. On the New Quote screen, edit the displayed information, as required.
    FieldDescription
    Client

    The name of the client that the quote is for. If necessary, select the client name from the drop-down list.

    Contact

    Name of the contact person at the selected client. Select a contact person, as required.

    Name

    The name you will use to identify this quote, and if it is accepted, job.

    The quote name is duplicated from the original quote, so you may wish to change that before saving the new copy.

    Description

    Job description. This will flow through to the job if the quote is accepted.

    Budget

    You can use this field to note the budget figure that you discussed with the client.

    Date

    The date of the quote. Select a date from the pop-up calendar, as required.

    Valid To

    The date that the quote is valid to. Select a date from the pop-up calendar, as required.

    Quotes are normally valid for 28 days, but you can change this in Organisation Settings > Valid For (Days).

    Explanation

    Details of any options that the client may need to consider when accepting the quote. The text you enter here will appear as the introduction to the Options section of the quote.

  6. Save your changes. The new quote is saved and the quote information screen is displayed to allow you to add or edit further details.
  7. Add tasks, costs and options, as required.

    Adding a task to a quote

    Adding multiple tasks to a quote

    Adding a cost to a quote

    Adding multiple costs to a quote

    Applying markup to quote costs

    Adding new options to a quote

  8. Check that the information shown is correct, then do one of the following.

    Once a quote has been issued, the financial details it contains cannot be changed.

    FieldDescription
    Save Draft & Print

    Saves current quote information and displays the Print Quote screen.

    Save DraftSaves current quote information and displays the main Quote Manager screen.
    Issue & PrintChanges quote status to Issued, saves current quote information and displays the Print Quote screen.
    IssueChanges quote status to Issued, saves current quote information and displays the main Quote Manager screen.

    Issue & Accept

    (on Issue drop-down)

    Changes quote status to Accepted and saves the current quote information.

    If the quote includes options, the Accept Quote screen is displayed, otherwise the main Quote Manager screen is displayed.

    CancelDeletes the current draft quote.

Related tasks

Editing a quote

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