This help document is for in-house and rep users.
Chapters:
- Creating a Quote
- Quote Entry Process
- Sending Quotes to Customers
- Approving Quotes
- Converting Quotes to Orders
Please note: A quote is always tied to a customer.
Creating a Quote
There are two ways of creating a quote for a customer: From the Manage Quotes tab, or from the Customers Tab.
Creating a Quote from the Manage Quotes Tab
You can create a new quote by clicking 'Create New Quote'. You'll get a pop-up where you can search and select the customer for whom the new quote is for. Clicking on the customer name will redirect you to the Quote Entry page.
Click here for more information on Manage Quotes.
Creating a Quote from the Customers Tab
You can create a new quote for a customer by clicking the sheet icon under 'Actions' for this customer.
Or, you can go to the customer's details page (by clicking the customer name) and click 'New Quote' from there.
Doing either of the above will redirect you to the Quote Entry page for this customer.
Note: The screen will be similar to the one shown above. What appears will depend on how your portal has been configured.
Quote Entry Process
Quote Number: Quote reference numbers are assigned sequentially by default.
Header & Ship-To: The Header section may or may not appear by default, depending on how your portal is configured. You can toggle showing and hiding those sections by clicking "Show Header" or "Hide Header".
Item View: You can select whether you'd like items to be displayed in a grid view or in a list by clicking on either icon next to the search bar.
Search products: Look up any item your customer can purchase. As you type, CrikSales automatically searches for items that contain the characters you type, and shows them listed below.
You'll also see the price this customer pays for each item. Depending on how your portal is configured, you'll see or won't see the items' available quantity.
Categories:
QuickBooks Online users: If you use item categories in QuickBooks Online, those will appear in this section.
QuickBooks Desktop users: If you wish to categorize your items and have those categories appear in CrikSales, click this help document. If you set this up, your item categories will appear in this section.
Clicking on the category name will display the items belonging to that category.
Quote: Shows what is currently on your quote. Use the + and - signs to increase or decrease the item quantity on the quote, or type the quantity in the textbox. Click the trash icon to remove an item from the quote.
Review Quote: When you're ready to review your quote, click 'Review Quote'.
On the Review page, you'll see the quote details, and you'll be able to edit item quantities and edit item prices if you have permission to do so.
Sending a Quote to a Customer
On the Review page, click 'Send to Customer'.
This will open the 'Send Quote to Customer' screen.
There, enter your customer's email address, set a quote expiration timeline, add a note if applicable, and set reminder alerts. The reminder alerts will be reminder emails sent to your customer.
Optionally: If you don't wish to send the quote to a customer, but rather someone else in your organization, you can of course enter their email address instead on the 'Send Quote to Customer' screen.
Upon sending the quote, you will see the quote url displayed, which you can copy. This is the online quote link where the quote can be accepted/approved.
What will the customer receive?
The customer will receive an email from CrikSales with their quote details, a PDF copy of their quote, and a link to review their quote and to accept the quote.
Tracking the Quote Lifespan
Once a quote has been sent, you can track its lifespan using the Manage Quotes feature. Click here to learn more.
Approving Quotes
Your customer can accept the quote using the link included in the email (see above).
When the customer clicks 'Accept Quote' they are prompted to enter their name and email address. Once they click 'Confirm Acceptance', this will update the quote's status to 'Accepted'.
They will receive a copy of the approval via email as well.
Note: You can accept a quote on behalf of your customers as well, following the same process.
Converting a Quote into an Order
Once the quote is ready to be turned into an order, go to the quote's Review page, and click on 'Convert to Order'.
Upon doing so, you'll be redirected to the converted quote's Order Entry page. There, you can make any necessary edits, and proceed with placing the order when appropriate.
Please note:
- Once a quote is converted into an order, it cannot be reverted back into a quote.
- Once a quote is converted into an order, it will no longer appear as a quote anywhere in the portal.
Up Next:
Click here for information on Manage Quotes
Click here for a help document on Order Entry
Questions? We're here to help! Contact us at support@crik-it.com