Creating and Managing Quotes

ServiceTrade Quotes are designed to engage your customers online with sharp-looking Quotes that they can approve with a single click. This article will walk users through the processes of 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"

Video Walkthrough

Below is a video from our ServiceTrade Office Certification on Creating and Managing Quotes:

Creating a Quote from a Location

When you initially create a quote, you will only be asked basic information about the quote.

1. On a Location page, click the Add a Quote button under the Action Menu. This will open a Create Quote menu.
2. The Job Type field is required. This will determine the Job Type of the Job created, when you turn this approved quote into a job.
3. The Service Contract determines the quote's item pricing and the salesperson's assignment.
4. The Expiration Date acts as a reference for you and your customer. It will NOT void or cancel the quote after the expiration date has passed.
   
   
5. *Optional Click the Create a new service button to add a new service to the quote.
   • Adding a Service to a quote is highly recommended because Services and Deficiencies link the quote to a Job when Creating Jobs from Quotes. This can also be done after you create the quote.
6. Click Create Quote to create a new Quote in "New" Status and take you to the Quote page.

Once the quote is created and in New status, you can:

• Add a description of the Quote.
• Add Services or existing Deficiencies.
• Add any Parts and Labor.
• Manage the quote details.

Creating a Quote from a Deficiency

When you initially create a quote, you will only be asked basic information about the quote.

1. On a Deficiency page, click the Add to Quote button under the Action Menu. This will open the Add to Quote menu.
2. The first drop-down option allows you to Choose one of the quotes below or create a new quote. This defaults to "--Create a new Quote--".
   • If you want to add this deficiency to another existing quote for this service location, click the drop-down and select the relevant quote. All other menu options will disappear. Click Add to Quote to add the deficiency as a service on the existing quote. The deficiency's proposed solution will be entered as the Service Description.
3. The Job Type field is required.
4. The Service Contract determines the quote's item pricing and the salesperson's assignment.
5. The Expiration Date acts as a reference for you and your customer. It will NOT void or cancel the quote after the expiration date has passed.
6. The Asset will default to the Asset that was reported on the Deficiency.
7. Select a Service Line. This will default to the Service Line selected on the Deficiency.
8. Enter a Service Description. This will default to the Proposed Solution entered on the Deficiency.
   
9. Click Create Quote to create a new Quote in "New" Status and take you to the Quote page. A service will automatically be added that is tied to the original deficiency.

Once the quote is created and in New status, you can:

• Add a description of the Quote.
• Add Services or existing Deficiencies.
• Add any Parts and Labor.
• Manage the quote details.

Adding a Quote Description

1. On the Quote Page, click the +Add A Description button.
2. Enter a Description.
3. Click Save when done.
   • You can also use a Quote Template.

Adding a Service or Deficiency to a Quote

Though not required, adding a Service to a quote is highly recommended because Services and Deficiencies are what link the quote to a Job when Creating Jobs from Quotes.

Adding a Service to a Quote

1. On the Quote Page, click the +Add a Service button.
2. Now you will enter information all required fields * about the new service:
   
   
3. 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.
4. You can also add Items that are grouped specifically to this service, by clicking the +Add Item button.
5. Click Save when done.
   

Adding a Deficiency to a Quote

If you created a quote and need to add a deficiency as a repair service follow the instructions below:

1. On the Quote Page, click the +Add a Service button.
2. Click the Add Existing Deficiency toggle. This will open the Add Deficiency menu.
   
   
3. Click the Deficiency drop-down and select the relevant Deficiency you want to add.
   • If you want to add multiple deficiencies: You can click Select multiple deficiencies, that allow you to select any or all relevant deficiencies that have been found at the quotes service location.
     
     
4. Enter all additional the additional fields.
5. You can also add Items that are grouped specifically to this service, by clicking the +Add Item button.
6. Click Save when done.

Adding Items to a Quote

Though not required, adding Line Items to a quote is an essential part of costing and pricing a quote in ServiceTrade.

1. On the Quote Page, click Add Parts, Labor, and Items.
2. Select an Item from the Item drop-down, or type in an ad-hoc item.
3. Enter a Service Line, Quantity, Unit Cost (What the item cost your company), Unit Price (What the Item will cost your customer), and Tax status.
   • Note: Some information may pre-populate when selecting items from your Item's List.
4. Repeat Steps 2-3 as many times as needed.
5. Click Save when done.

Managing a Quote

Once a quote has been created and you are on the Quote Page, you can manage the quote. 

Note: If these options are not available to you, reach out to your company's account admin to be granted the permissions to manage quotes. 

1. On the Quote Page, click Manage Quote.
   
2. This will open the Manage Quote Menu, where you can make changes to the Quote's details.
   
3. Below is a table of the fields and their definitions. Make any relevant changes to the quote.
   

   Field Name	Definition
   Quote Name	Here you can enter the Quote's name. It will default to the following format: "Quote for [Job Type] at [Quote's Location name]"
   Quote for Job Type	The Job Type for the Job that you are quoting.
   Contract	The Service Contract determines the quote's item pricing and the salesperson's assignment.
   Quote Assigned To	This is the person who acts as the Quote Manager or Admin. This defaults to the person who created the quote. This can be a Sales Manager. This can also be used if a Salesperson is out of office, and you need to assign someone else to monitor and respond to an active quote. This user does not have to be a designated Salesperson in their User Settings. This user can be the same as the Quote Salesperson. This user can receive notifications when actions have taken place, if they have set that up in Notifications Settings.
   Quote Salesperson	This is the Salesperson for this quote. This will default to the Salesperson on the selected Contract. If no contract is selected it will remain blank and will need to be selected. This user does have to be a designated Salesperson in their User Settings. This user can be the same as the Quote Assigned To user. Account Admins can change the quote Salesperson. This user can receive notifications when actions have taken. place, if they have set that up in Notifications Settings.
   Quote Office	The Office that this quote belongs to.
   Customer PO	The Customer Purchase Order Number.
   Expiration Date	The Expiration Date acts as a reference for you and your customer. It will NOT void or cancel the quote after the expiration date has passed.
   Bill To	This is the Company that you will bill for the work on the quote. This will default to the Service Location's Company. You can use this option to change the Bill To to another company.

4. Click Update Quote when done.

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.
   
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.

Quote Status Definitions

Some of the statuses below are only available via the Quote List Search Page.

Any status that is only available via the Quote List page will be marked with a blue asterisk (*)