Adding Quotes

How to raise a quote within Passport635

Written by Tim Rattley
Updated over a week ago

Raising a quote is straightforward and can easily be converted into a job once the quote has been accepted. 

Quotes that are rejected are simply archived; however, details of these unconverted quotes are still available to report upon using the reports feature (see 'Using Reports' for more details).

Raising a quote

From the main 'Jobs' dashboard, select 'Quotes' from the header menu.

By selecting the 'Add Quote' function you will be presented with a new screen and sub-menu.

Firstly, you will need to select the customer to which the quote relates.
You can do this by selecting a predefined customer from the drop-down menu or by creating a new customer 'on-the-fly', using the 'Add new customer' selection.

Adding a new customer on the fly is straightforward and allows you to define the basic information in order to allow you to raise a quote.

Once you have selected an existing customer (or defined a new one), you will need to add the name of the quote. This is a free text field in which you can add an easily identifiable top-level name for your quote. 

You can use the 'Quote Description' box beneath the 'Quote Name' to expand the detail of the quotation.

The detail of the next section will be determined by what custom fields you have defined to appear on your quotations.
Within the settings menu, you can define fields that may be pre-populated or a required input for your quotes (see 'Setting Up Custom Fields' for further information).
In our example, we have an option to input a customer purchase order/quote request. This was a custom field which we defined in the settings section.

Below your custom fields, you will then need to add the site address to which the quote refers. You can add a new address either by typing manually or using the Google Powered search box:

As you have already selected a customer, the drop-down menu will be populated by only those sites that relate to the selected customer. 

Once you have selected or typed in a new site address you can define the duration that the quote will remain valid for as well as amend the date on which it was raised (i.e. you can backdate a quote - useful if your field worker has provided a verbal quote prior to contacting the internal team - or postdate a quote).

Adding costs to a quote

Navigating to the top of the quotes page, you can now select 'Cost Items' from the side sub-menu pane.

In the next window, you can add individual lines to your quote to build up the chargeable (and non-chargeable) elements. 

Select the 'Add Item +' button to add a new line to your quote.

The 'Item' field is populated by the items that you have already defined in the 'Services & Items' section under 'Settings' (see 'Setting up services and items' for further assistance).    You can also manually enter text in this field.

Once you have defined an item, you can then add a more detailed description using the free text 'Description' field below.

Adding a price is a matter of choosing from one of three options:

  • a single fixed price

  • a unit price (with quantities)

  • an hourly charge with rate

Once you have defined the costs, you need to select the applicable tax rate to be applied. This drop-down menu is populated by the tax rates that you have defined in the settings section (see 'How to Add a New Tax Rate' for help). 

Selecting 'Save' will update the line to your existing quote and allow you to add additional items until you have built up all the elements of your quotation.

You can see from the example below that you can add items which have a cost as well as those that are gratis.

Adding files and notes

Once you have finished building your quote, you can add any relevant files and/or notes to the quote. This could be paperwork relating to the cost item or copies of your terms and conditions.

Select the 'Files & Notes' option from the left-hand sub-menu pane:

From this screen, you can upload files using 'Add files' button or simply add a free text note. Files added are for internal use only and could relate to why the quotation was raised or offer further details as to the breakdown of cost (such as a quote from a supplier for one of the items). 

Note: files uploaded here are not attached to the quotation sent to your client; they are for internal reference only.  

Notes can be made internal only (meaning they are not visible to field workers) by selecting the radial check box, 'internal'.

Once you have finished adding notes and files, you can select 'Done' to save the quote.

The quote is now in 'draft' form until you send it, reject it or accept it.

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