Creating a Quote From Scratch
QuotesA 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. can be created from scratch in the Quote Manager or in the Client Manager.
If you want to create a quote from an existing lead, see Creating a quote from a lead.
To create a new quote:
- Open the New Quote screen:
Using the Quote Manager
Using the Client Manager
- In the Business menu, select Quotes > + New > New Quote.
- In the main menu, select Clients.
- In the Client Manager screen, drill down on the name of the client you wish to create a quote for.
- On the client detail screen, select + New > Quote.
- On the New Quote screen, provide the following information, as required.
Field Description Client
The name of the client that the quote is for. If necessary, select the client name from the drop-down list.
Name of the contact person at the selected client. Select a contact person, as required.
Job template name. Select a job template from the drop-down list, if you wish to use one.
The name you will use to identify this quote, and if it is accepted, job.
Job description. This will flow through to the job if the quote is accepted.
You can use this field to note the budget figure that you discussed with the client.
The date of the quote. Select a date from the pop-up calendar, as required.
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
OrganisationSettings > 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.
- Next to save your changes. The quote detail screen is displayed.
On the quote detail screen, provide the following information, as required.
Field Description Pricing Mode
The pricing method used for prices on this quote. The option you select here will become the default Pricing Mode when invoicing the client.
Prices are calculated from the estimated time and applicable billable rates (for tasks) and the quantity and unit price (for costs).
- Select Calculated Price if you want to use the prices shown.
- Select Fixed Price if you want to specify the price directly for one or more billable items. This option allows you to adjust prices to exactly the values you want to use.
The tax type and rate to apply to costs in the quote. If you have more than one rate set up, select the required rate. For details, see
OrganisationSettings > Financial settings.
- Add tasks, costs and options, as required.
- 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.
Field Description Save Draft & Print
Saves current quote information and displays the Print Quote screen.
Save Draft Saves current quote information and displays the main Quote Manager screen. Issue & Print Changes quote status to Issued, saves current quote information and displays the Print Quote screen. Issue Changes 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.
Cancel Deletes the current draft quote.