Creating and Managing Quotes

Adam Graetz
Adam Graetz
  • Updated

ServiceTrade Quotes are designed to engage your customer online, with sharp-looking Quotes that they can approve with a single click. This article will walk users through the processes around creating and managing Quotes.

Ways to Create a Quotes

There are two ways to create Quotes in ServiceTrade:

  • From any Location page, click "Add a Quote"
  • From any Deficiency page, click "Add to Quote"

Adding a Quote from a Location or Deficiency

  1. Begin by clicking the green Add a Quote button in the right-hand Action Menu.
  2. New fields will open within the Quote section of the page.
    Note:  "Job Type" field is required. If desired, select another Contract instead of the option provided by default or provide an expiration date.
  3. Clicking Create Quote will then create a new Quote and take you to the Quote page.

ST-Office-Quote_Add_Quote.gif

Adding Descriptions, Services, and Items to a Quote

On the Quote page, you can add a description of the Quote, add Services or existing Deficiencies, and add any Parts and Labor items as required. The images below detail the processes for these actions.

Adding a Quote Description

ST-Office-Quote_Add_Description.gif


Adding a Service to a Quote

ST-Office-Quote_Add_Service.gif

Adding Items to a Quote

ST-Office-Quote_Add_Items.gif

 

Adding Recurring Services to a Quote

In addition to one-time Services, Quotes can also be used to create recurring Services. By changing the option "How often should this Service occur?" you can create Services that occur at a specified interval. ST-Office-Quote_Recurring_Service.png

 

Sending a Quote to a Customer

  1. Once the Quote has been fully built out, the Quote is then ready to be sent to your customer via the blue Send to Customer button.
    ST-Office-Quote_Actions.png
  2. Once the Contact has been selected, and the email sent, your Customer will receive an email indicating that a Quote is ready to be viewed. From the History tab of the Quote, you will be able to monitor the customer's status as they view, approve, and/or request changes for the Quote.
  3. Once the Quote is approved, you will be able to use the Quote to create a job

Can I create a Quote directly from a Job?

How do I name or rename a Quote?

  • Click Manage Quote in the upper right part of the screen. This will give you various advanced options for the Quote, including the ability to rename it.

     

How do I delete a Quote?

  • Click the red Cancel button. The canceled Quote will remain on the historical record for that Location.

     

How is sales tax determined?

  • ServiceTrade provides combined county tax rates, based on the zip code of the Location's address.

  • You may use the taxable checkboxes to indicate whether each item is taxable or not. If using library items (items from your master item list), we will look up the taxable status of that item from your account's master item list.

     

How do I show a discount on a Quote?

  • ServiceTrade has no concept of discounts as a special thing.

  • You may wish to have a library item called "Discount" (or many different ones), or simply type "Discount" as an item on your Quote.

  • Enter a negative price to signify that this is being taken off the Quote.

     

How do I assign a Quote to another team member?

In ServiceTrade, you may assign Quotes to other team members in order to better organize the life-cycle of a Quote.

To assign a Quote to another team member:

  1. Create a Quote, or choose an existing Quote.
  2. On the Quote, click Manage Quote in the upper right corner of the window.
  3. On the Manage Quote pageselect the Contact you want to assign the Quote to in the Quote Assigned To dropdown menu.
ST-Office-Manage_Quote_Button.png

ST-Office-Manage_Quote_Assigned_To.png
What is the difference between removing a Service from a Quote and deleting the Service?
  • When you add a Deficiency to a Quote, you are creating a Service.

  • Deleting a Service deletes that Service completely. It is gone everywhere.

  • Remove from Quote means that the Service is no longer on the Quote, but will still show as an open Service on the Location page, or as a suggested Service if you click Add Job from the Location page or scheduler. 

     

What does 'History' show me on a Quote?

  • This video goes into detail about Quote history.

  • The viewer and their IP address(es) are clearly displayed any time they view, request changes to, or approve the Quote.

     

My Quote got approved by two different IP addresses?  What does that mean?

  • It most likely did not. If you check the history more carefully, someone probably viewed the Quote on one device (such as their phone), then waited to approve it when they were back at their desk. 

     

How can I get rid of suggested Deficiencies?

  • Any Deficiency with a new status and resolution on that Location will continue to display in the suggested Deficiencies list when adding Deficiencies to a Quote. 

  • To trim this list down, you should either Quote Deficiencies or otherwise review them ASAP (marking them as invalid, customer notified, etc).  They will then fall off of these lists. 

     

How do I edit an approved Quote?

  • If the approved Quote has not yet been added to a new or existing Job, click the "Re-Open Quote" button on the right side of the Quote page.

  • If the approved Quote has been added to a new or existing Job, you will need to disassociate it from the Job first.  
  • To do this, note the Job link in the top right of the Quote Page.
    1. Right-click the Job link in the top right of the Quote Page, and select "Open in a new tab".  
    2. On the Job page, look through the Service(s) on the Job. Any Service(s) that came from the Quote will have a link to the Quote within them.  
    3. To disassociate the Quote from this Job, you will need to click the gear on each Service that came from a Quote, then click "remove from Job".
    4.  Repeat until no Services remain from the Quote you are about to edit.  
    5. Return to the Quote and refresh/reload the page.  You should notice the Job link in the top right is now gone, and the "Re-Open Quote" button on the right side of the page is now able to be clicked.

 

What are the different statuses of a Quote and what do they mean?

  • New: A newly created Quote that has has no changes made to the Quote.
  • Draft: A Quote that a user has entered any information in the Quote Description, Services, Parts, Labor or Items sections. You may also see a Quote return to this status if a customer requests changes on the Quote.
  • Submitted and Viewed: A Quote that has been sent to the customer.
  • Submitted but not Viewed: A Quote that has been sent to the customer.
  • Approved: A Quote that has been accepted by the customer.
  • Rejected: A Quote that the customer has rejected. (Note that this status requires the ServiceTrade user to reject the Quote.)
  • Canceled: A Quote that a customer has not responded to. (Note that this status requires the ServiceTrade user to cancel the Quote.)
  • Approved without Job: A Quote that was approved by the customer but has not been associated with an existing or new Job.
  • Approved Without Non-Cancelled Job: An approved Quote that has never been attached to any Job, or has only been attached to Jobs that are now canceled.
  • Actionable by vendor: A Quote that has not been submitted to a customer or the customer has not requested changes for.

Note: We do not notify the customer of changes post-approval.  You will need to either submit the Quote to them for re-approval or discuss any changes with them, then click the "approve" green button. 


Does the customer see costs or gross margins?

  • They do not. Costs and margins do not show when printing or emailing any ServiceTrade document, as they are for internal viewing only.

     

Can I add a comment to the Quote, and will the customer see it?

  • Quote comments that are set to "everyone" will be seen by the customer if they view the Quote again. The customer does not get an email that you added a comment, however.

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