Create sales quotes and estimates

Creating a Sales Quote

Project > [Project X] > Sales > Quote

You can create a Quote to a project card from the Sales tab no matter what the Sales Pipeline currently is. It doesn't matter how many quotes you have on the project but be sure to switch the active one(s) on.

1. Open the Sales tab → New empty Quote is opening

2. Click Edit.

3. Give name for the quote

4. Add the needed information fields for the quote

   

5. Add new row for the quote by clicking "+ Add new".

6. Pick the correct row type from the selection

   • Header

   • Description

   • Item

   • Product

   • CPQ row (grouped)

   • CPQ row (itemized).

     

7. Add the desired content

8. Save the Quote

Adding content to a cost row

There's a lot of useful content in a quote. By clicking each field you can add the information desired.

Amount: By clicking the Amount field you can define how many (amount in numbers) and which unit (qty/h) you would like to add on the row.

1. Click the Amount field

2. Define the Qty and Unit

Unit cost: Purchase price of the product/service

Selling price: Define what is the selling price and a possible discount percentage of the current row

1. Click the Selling price field

2. Define the actual selling price

3. Define the possible Discount %

   

Note! You can also define your selling price from the desired Margin % as well.

VAT: Define the precentage and the sum of the VAT.

1. Click the VAT % field

2. Define the VAT percentage

VAT Total: Define the VAT in value/sum

Margin 0%: This field gives you information about the Margin in 0% in percentage and in value/sum. You can also add the selling price by defining the margin % for the current row.

1. Click the Margin 0% field

2. Define the Margin in value/sum or in percentage

Type: You can define a Type for current row. Types can be hours, services, products, expenses etc.

By defining those types and targeting your entries you can stay on track with the estimates versus the actual realization. The Cost targeting section is found from the right side of the quote. Cost targeting have to be separately activated from the Settings > Feature settings > Projects - Target costs to sales quote.

Invoiced: When your cost row has been invoiced, you get an actual mark of that.

Additional rows to a Sales Quote

You can add more additional content below your quote rows such as descriptions and cost rows as much as needed.

1. Click the three dot symbol (***) in front of the row

2. Select Add row below

3. Select the correct one

   • Description

   • Item

   • Product

   • CPQ row (grouped)

   

4. Fill in the content

5. Save changes

Hiding/showing rows and columns on a Sales Quote

You can select what to hide/show on a quote for those situations when you don't want to share some internal information with a customer when printing out the proposal/offer.

Hiding a row from a print and from an invoice

You can hide desired rows from the actual print of the quote and at the same time it hides it from an invoice.

1. Click the three dot symbol (***) in front of the row you want to hide

2. Select Hide from print.

When hiding a row you'll get a symbol to indicate that the row is actually hidden from print and invoice.

Showing a row from a print or from an invoice

1. Click the three dot symbol (***) in front of the row you want to show

2. Select Show on print and invoice

Deleting a row

1. Click the three dot symbol (***) in front of the row you want to delete

2. Select Delete

Defining visible columns

You can define the columns you would like to show when printing out the quote in PDF.

1. Click Column visibility settings button on the quote (Columns)

2. Select the desired visible columns.

   

Print Settings of a Sales Quote

In the quote's Print Settings settings you can define the language of the print and also the date format.

Selecting Print language

From Print details you can select the desired language for the quote print

1. Select the language from the Print Language dropdown

→ The quote will get printed in the language selected.

Note!

The selectable languages can be defined by your Admin users from the Settings > Company details - Additional Print Languages (Finnish, Swedish, English, Estonian).

Defining Quote specific date format

If you want to overrule the date format of your company default on the current print of the quote you can select that as well on the Print details section.y

1. Pick the desired Date Format

Options button

By clicking the Options button you can..

• Print: Print your quote with your company default settings or with quote specific Print details

• New template: You can create a new quote and edit it as much as you desire

• Duplicate: You can create a duplicate of the quote and name it and edit it as you like and manage different version

• Search for template: You can search a suitable quote template from you previous projects if you have had a similar sort of quote before

• Create invoice: You can create a direct incoice from the exact same material you have added on the current quote.

Duplicate

You can create a duplicate of the quote and name it and edit it as you like and manage different version.

1. Click Options

2. Select Duplicate

3. Give the new duplicate a proper name

4. Define whether you want it to be Active

5. Define if you want to have the same Cost targeting as on the original

6. Click Copy

Search for template

You can search a suitable quote template from you previous projects if you have had a similar sort of quote before

1. Click Options

2. Select Search for Template

3. Pick the project you want to copy the quote from

   • You can also Include closed projects to your selection

4. Pick the Quote you want to copy (if the project contains multiple quotes)

   • You can Activate the quote upon creation

5. Click Copy

Create Invoice 

You can create a direct incoice from the exact same material you have added on the current quote. The actual invoice can still be edited directly on the invoice but you can also select from the Invoicing Material if you want to leave some rows out for later invoicing.

Quote Versions and details

In quote Versions you can see all your quotes created, duplicated or copied from another project and whether if they are active or not. You can also Create Proposal from this view.

Activating a quote

1. You can click the Active switch to define if the quote is active or not

Printing a quote

1. Click the three dot symbol (***) on the right side of the row

2. Select Print

Deleting

1. Click the three dot symbol (***) on the right side of the row

2. Select Delete quote

3. Confirm by clicking OK

Viewing a proposal

When you have created a proposal for the quote you can view it by viewing and editing the proposal.

1. Click View proposal

Adding a proposal

If you haven't yet created a proposal it gives you only the opportunity to create one

1. Click Create proposal