Create a Quote

Create a Quote

Introduction

1Stop makes it fast and easy for Sales Reps to create, preview and send custom Quotes for digital signature. This article covers the basic steps required to Create a Quote. 

Video Summary



Create a Quote

1. Navigate to the Contact Record and click the Add a Quote Transition button. 



Info
Although less common, you can also Add Quotes from the Quote in Progress or Job in Progress States. If the Contact is in one of the States, you will also see a button to Add a Quote. 

2. A pop-up box will appear with Required fields to be completed, as shown below.



3. Complete all Add A Quote Fields 
  1. Subject - This is a required field so you can add any character as it will auto-update after Saving based on naming convention: Quote For [Name of Contact]_[Quote #].  For example, the 1st quote for Simon Smith would have a Subject of Quote for Simon Smith_1 and the second quote would have a subject of Quote for Simon Smith_2.
  2. Quote Items:
    1. S. No - This field is an auto row number and does not need to be completed.
    2. Product Name - Select the product you would like to add (View Add Product Items to a Quote article for step-by-step instructions).
    3. Description - This field will auto load the description associated with the Product Name chosen. This description can be updated and modified once loaded.
    4. Quantity - Add total # of product items.
    5. List Price - This field will auto load the List price associated with the Product Name chosen.
    6. Amount - Formula field that multiplies Quantity by List Price for each line item.
    7. Discount - Add a % discount or direct price reduction by line item. 
    8. Tax - If the Product Name is taxable you can select this field and click on the tax box to add sales tax to this line item.
    9. Total - Formula field that takes Amount less Discount plus Tax for each line item.
    10. Total Amount - Formula field that sums up all the Amount fields.
    11. Total Discount - Formula field that sums up all the Discount fields.
    12. Total Tax - Formula field that sums up all the Tax fields.
    13. Grand Total - Formula field that sums up all the Total fields.
  3. Quote Date - This date field is a required field, enter the date this quote was created on. 
  4. Product - This is a picklist field where you select the type of product the quote is for (e.g., Windows, Roofing).  Note this is a required field.
  5. Quote Type - This is a required picklist field where you select either Sales Demo or Service Call.
  6. Quote Owner - Owner of Quote (auto-populated based on user creating the Quote. If creating for a different user this needs to be updated accordingly).
  7. % Down Payment - Customer Down payment percentage listed as a whole number (e.g. 25% would be entered as 25).
Info
If you click the Save button before all fields are completed, the fields you completed will be saved in the Add a Quote Transition, but a new Quote will not be created until you complete all fields. The indicator below shows a Quote where all fields have not been completed. From here, you can click the Transition to complete all fields, then Save.

Save and View Quote 

1. After completing all fields, click the Save button in the bottom right of the pop-up box. A new Quote will be created.

2. To view the Quote, go to the Related List on the Contact Record and click Quotes (it will auto-scroll you to the Quote section of the Contact Record).



3. Click the Subject to view the full Quote Record.


Finalize Quote

Before sending the Quote to a Client, you need to finalize the Quote details. Please view Review and Finalize a Quote article for next steps.

Automations on Creation

When a quote is created the following automations occur.

Auto-Populated Related Contact & Lead Tracking Fields

  1. The Contact's Last Quote Date field is populated with date Transition is completed.
  2. The Lead Tracking Funnel field updates to "Quote".

Auto-Populated Quote Fields

  1.  Quote Stage updates to "Open".
  2. Quote Subject - Populated with naming convention "Quote for [Contact Name]_[Number of Quotes]".  Number of Quotes is updated to the sum of the existing quotes prior to creation plus 1.
  4. Lead Category - populated with same field from Contact.
  5. Lead Source - populated with same field from Contact.
  6. Lead Add Time - populated with same field from Contact.
  7. Quote Owner - populated with same field from Contact.
  8. 2nd Sales Rep - populated with same field from Contact.
  9. Initial Meeting Set By (populated from Last Meet Set By field on related Contact).
  11.  Property Owner - populated with same field from Contact.
  12. Property Ref - populated with same field from Contact.
  13. Year Built - populated with same field from Contact.
  14. Property Type - populated with same field from Contact.
  15. Street, City, State, Zip populated with mailing address fields from Contact.
  16. Gate Code - populated with same field from Contact.
  17. Address Instructions - populated with same field from Contact.
  18. HOA, HOA Phone, HOA Required, HOA Sub - populated with same fields from Contact.



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