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How to Create a Quote

The following tutorial provides information on the following topics:

  • The Quotes Navigation Pane
  • Create a Quote for a Customer

The navigation pane is located on the left side of the main program window, horizontally divided into two sections:

  • Section Item Buttons
  • Section Filter

The Section Item buttons are located beneath the Section Filter section. The Section Filter changes according to the Section Item Button selected. So, by selecting the 'Customers' button on the Section Items, you will display the Section Filter for Customers.

Quotes Navigation Pane 

The buttons on the Section Filter will display the following Lists in the List View Pane:

New: Lists new quotes in the system
Issued: If a quote has been issued to a specific team, it will be listed here
Ready to Send: Lists quotes that have been checked, but have not yet been sent to a Customer
Waiting Acceptance: Lists quotes sent to a customer, but have not yet been created into a Work Order
Expired: Lists quotes that are expired
Accepted: Once a quote has been accepted by a Customer, it will be listed here
All: Lists every quote in Service Master

Create a Quote for a Customer

  1. Click the 'Quotes' button on the Section Item List and right-click in the List View Pane and select 'New Quote' from the right-click context menu. Alternatively, select 'New' from the Main Screen toolbar and click 'Quote' from the New menu

    HyperLink 

  2. The blank Quote form will be displayed 

    HyperLink 

  3. Under the 'Main' tab,

    • Select a customer from the drop down arrow in the 'Customer' field
    • Select an expiry date
    • If the Quote needs to be issued to a Team, select the Team in the 'Issued To' field
    • Enter the Details of the Quote in the 'Quote For' text box
    • If required, enter the contract's name in the 'Contract Name' field
    • Any discount that needs to be given can be recorded in the Discount field
    • Click the 'Save and Refresh' button.
    • If the Quote is approved by the customer, and you proceed to create a Work Order from this quote, the Work Order will be displayed in the 'Work Orders Linked to this Quote' panel

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  4. A Detailed Description of the Quote can be entered under the 'Quote Description' tab. Under the 'Labour Details' tab, you will be able to list the description of work and the estimated duration of that Work that needs to be undertaken by your team. Enter the Work Description, followed by the quantity and duration of the work. Click the 'Add' button. 

    HyperLink 

  5. Include Fixed Cost Services under the 'Services' tab.

    1. Select the service from the drop down list
    2. The cost of the service will be added automatically, and the sale price is determined by the profit mark-up setup either when you created the service or the mark-up entered under company options.
    3. Services are added under 'Products and Services'

    Quotes: Services Tab 

  6. Add Products to your quote under the 'Products' tab

    1. Select each product from the drop down list. You cannot add products that are not in Service Master, i.e. all the products listed here have been created beforehand
    2. Enter the Quantity of each product
    3. The cost price of the product is determined by the cost price entered on the 'Product' form. The cost price can be edited.
    4. The sale price is determined by the mark-up setup on the 'Product' form or under Company Options. The sale price can be edited

    Quote: Main Tab 

  7. Use the 'Options' tab to select various printing options and to add or remove your banking details from the quote.

    Use the 'Quote Terms' tab to add the terms and conditions of the quote. The default Terms and Conditions can be setup under 'Company Options' on the 'Tools' menu on the Main Screen.

    The delivery history of the Quote will be stored under the 'Delivery History' tab. Once a Quote's totals have been checked and the 'Ready to Send' check box (under the Main Tab') has been ticked, you can record the method of delivery by clicking the 'Send By' button on the 'Quote' forms toolbar and selecting the delivery method.

    Any Audio, Document or Image files associated with this quote will be stored under the 'Files' tab. Files can be added by simply dragging them from their original location and dropping them into the 'Files' tab.

    Flag the quote or add additional notes under the 'Properties' tab. The 'Properties' tab will also provide you with information concerning who created and last modified the quote. 

  8. Click the 'Save' button and Close the form. 

    Remember to tick the 'Ready to Send' checkbox and record the method of delivery as this will move the quote from ‘Ready to Send’ to 'Waiting Acceptance' on the 'Quotes' section filter list.