Step by step
- Open Jobs & planning › Quotes. It opens on the To send tab.
- Use the tabs: To send (drafts), Awaiting answer, Accepted, Declined & expired and All.
- Search with Search title or quote number and, if you like, choose a customer (Any customer). Press Search.
- Click a quote's title to open it. Press + New quote at the top right to start one.
What you see
Columns: Quote (title, number and version such as Q-0012 v2, or Draft, and the date), For, Job (if any), Amount (ex VAT), Valid until (on Awaiting answer: Answer by) and Status.
A draft has no number yet. It gets one when you press Finalise quote.
Statuses
To send: a draft you are still writing. Lines can be added and removed.
Awaiting answer: finalised and waiting for the customer. The lines are locked and the approval link works.
Expired: sent, but the valid until date has passed. The link no longer accepts answers. Listed under Declined & expired.
Accepted or Declined: the customer answered, by the link or you recorded it.
Replaced: a newer version of the same quote was sent.
Withdrawn: you took it back. The link stops working.
How quotes connect to jobs
A quote can belong to a job (start it from the job's Charges & approval card with + New quote) or stand alone.
When a quote on a job is accepted, the job's approved amount goes up to the quote's subtotal ex VAT, and a note is added to the job. That matters when the customer has a cost limit: a job over its limit cannot be invoiced until it is approved.
Quotes are not invoices. After the work is done you invoice the job as usual from Finance › Invoices.
Tips
- Use To send and Awaiting answer as your chase list.
- Put the machine and the fault in the title, for example "Fuser unit replacement, bizhub C300i". The customer sees the title on the approval page.
Ideas to try
- Quote every repair over a set amount before ordering the part, so the customer's approval is on record before you spend money.
- Review the Declined & expired tab once a month to see which kinds of work customers turn down.
Questions
Does SubClik email the quote to the customer?
No. When you finalise it you get an approval link. Copy it with Copy link and send it in your own email or message.
Why does a sent quote say expired?
Its valid until date has passed. Make a New version to send a fresh price with a new date.
Can a dispatcher make quotes?
Yes. Owners, admins and dispatchers can create, send and record answers to quotes.
Can I change a quote after sending it?
Not the same version. Press New version: it copies the lines into a new draft you can edit and send. The old version is marked Replaced when the new one is sent.
Where does the quote number come from?
From the quote prefix and next number in Administration › Settings › Invoices. The number is given when you press Finalise quote and stays the same across versions (v1, v2, …).
Does accepting a quote create an invoice?
No. It approves the amount on the job. You invoice the job when the work is finished.
Works together with
- Create a quoteStart a new draft quote for a company, with a title and optional notes for the customer, then add the lines.
- The quote pageOne quote: its lines and totals, the approval link, the customer's answer and its versions, with the actions in the toolbar at the top.
- Finalise and send a quoteFinalising gives the quote its number and validity date, locks the lines and creates an approval link you send to the customer.
- Customer approval by linkEach sent quote has a private link. The customer opens it, sees the lines and totals, types their name and presses Accept quote or Decline.
- Record the customer's answer yourselfWhen the customer accepts or declines by phone or email, record who answered and how. It has the same effect as an answer by the link.
- Find a quote with the tabsThe tabs above the quote list show drafts to send, quotes awaiting an answer, accepted ones, declined and expired ones, or all of them.
- The job pageEverything about one job in one place: customer and machine, fault and work done, time, parts, readings, files, history, dispatch, charges, job sheet and the buttons to close, send back, reopen or invoice.