Quotes - Revision history

SarahK at 18:16, 2 May 2022

2022-05-02T18:16:46Z

SarahK at 19:17, 14 April 2022

2022-04-14T19:17:18Z

SarahK at 19:02, 10 January 2022

2022-01-10T19:02:18Z

Joshua at 19:21, 18 April 2021

2021-04-18T19:21:24Z

SarahK: /* Client Area */

2020-12-01T21:42:47Z

‎Client Area

SarahK at 17:32, 1 May 2020

2020-05-01T17:32:16Z

John: /* Accepting a Quote */

2020-02-07T17:47:30Z

‎Accepting a Quote

Lawrence: /* Creating a Quote */

2020-01-28T14:50:02Z

‎Creating a Quote

Lawrence: /* Accepting a Quote */

2020-01-28T14:36:56Z

‎Accepting a Quote

Lawrence: /* Client Area */

2020-01-28T14:36:41Z

‎Client Area

@@ Line 12: / Line 12: @@
 To create a new quote:
-# Go to '''Billing > Quotes > Create New Quote'''.
+# Go to '''Billing > Quotes''' and click '''Create New Quote'''.
 # Enter a subject for the quote. The client will be able to see this.
-# Alter the '''Date Created''' and '''Valid Until''' dates, if necessary. They will default to the current date and one month in the future, respectively.
+# Configure the '''Date Created''' and '''Valid Until''' dates. They will default to the current date and one month in the future, respectively.
 # Select whether the quote is for an existing client or a new client.
 # For new clients, enter their details in the provided text boxes. The system will only create an account for the client if or when the quote becomes an invoice.
@@ Line 20: / Line 20: @@
 #* The system calculates the total by multiplying the '''Unit Price''' value by the '''Qty''' value and then subtracting the discount.
 #* To add more lines to the quote, click '''Save Changes''' and a new line entry will appear.
-#* To add a product that you already created at '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > Products/Services''':
+#* To add a product that you already created at '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > [[Products and Services|Products/Services]]''' or, prior to WHMCS 8.0, '''Setup > Products/Services > Products/Services''':
 #*# Click '''Add a Predefined Product'''.
 #*# Choose the desired product from the menu.
-#*# Click '''Select'''. <div class="docs-alert-warning"><span class="title">Note:</span><br />This will retrieve the product name, group, and price, but it will not link the quote to the product. After the client accepts and pays for the quote, you must add the product to the client's products and services by clicking '''Add New Order''' in the client's profile's '''Summary''' tab.</div>
+#*# Click '''Select'''. <div class="docs-alert-warning">This will retrieve the product name, group, and price, but it will not link the quote to the product. After the client accepts and pays for the quote, you must add the product to the client's products and services by clicking '''Add New Order''' in the client's profile's '''[[Clients:Summary Tab|Summary]]''' tab.</div>
 # Enter the text that you want to display at the top of the quote in the '''Proposal Text''' textbox.
 # Enter any desired customer notes and admin-only notes.
@@ Line 34: / Line 34: @@
 After you create a quote, you can perform several actions using the buttons at the bottom of the page.
-You can view these by either creating a quote at '''Billing > Quotes > Create New Quote''' or clicking the '''ID''' number or edit icon for the quote at '''Billing > Quotes > Valid'''.
+You can view these by either creating a new quote or by clicking the '''ID''' number or edit icon.
 ===Duplicate===
@@ Line 45: / Line 45: @@
 You can perform several actions with the PDF version of the quote:
 * To view the PDF, click '''View PDF'''.
 * To download the PDF file, click '''Download PDF'''.
@@ Line 58: / Line 59: @@
 To do this:
 # Scroll down and click '''Convert to Invoice'''.
-# Select whether to generate one invoice or split the quote into a deposit and downpayment.
+# Select whether to generate one invoice or split the quote into a deposit and down payment.
 ## To create one invoice, select '''Generate a single invoice for the entire amount''' and set a due date.
 ## To create two invoices, select '''Split into 2 invoices - a deposit and final downpayment'''. Then, enter the desired deposit percentage and due dates for each invoice.

@@ Line 1: / Line 1: @@
 Quotes allow you to send estimates to potential customers to review and if they accept, WHMCS can instantly convert them into invoices for you.
-You can work with quotes in the '''Billing > Quotes''' menu.
+You can access this feature at '''Billing > Quotes'''.
 <div class="docs-alert-info">

@@ Line 1: / Line 1: @@
 Quotes allow you to send estimates to potential customers to review and if they accept, WHMCS can instantly convert them into invoices for you.
-==Creating a Quote==
+You can work with quotes in the '''Billing > Quotes''' menu.
 To create a new quote:
-==Delivering a Quote==
+# Go to '''Billing > Quotes > Create New Quote'''.
-Once you create a quote, you will want to email it to the customer.  You do this by clicking the Email as PDF button.  This option is disabled until you first save the quote (if adding a new one).  The system will change the Quote Stage to Delivered automatically once you send the email.  If you want to deliver it yourself via a ticket that's open with the customer, or another means, then you can also download the PDF quote to send it yourself.
+# Enter a subject for the quote. The client will be able to see this.
-==Accepting a Quote==
+After you create a quote, you can perform several actions using the buttons at the bottom of the page.
-[[File:Convert to invoice1.png|thumb|Convert Quote to Invoice]]
-Once the client accepts the quote, the system automatically marks it as Accepted in your Admin Area. However, you will need to convert the quote into an invoice (as well as create the client account if a new customer).  WHMCS automates this process for you by clicking the '''Convert to Invoice''' button on the quote viewing page.
+You can view these by either creating a quote at '''Billing > Quotes > Create New Quote''' or clicking the '''ID''' number or edit icon for the quote at '''Billing > Quotes > Valid'''.
-You have the choice of generating a single invoice for the entire amount or splitting it into two invoices (a deposit and final payment). This is useful for large amounts or design jobs.
+To create a copy of a quote, click '''Duplicate'''.  You may want to do this if, for example, you want to retain a record of the previous drafts of the quote rather than altering them directly.
-Select the ''Send Invoice Notification Email'' checkbox to send an invoice created notification email to the client. If you select the split option, the system immediately sends a notification email for both invoices.
+===Printable Version and PDF===
-==Duplicating a Quote==
+To view a printable version of a quote, click '''Printable Version'''.
-==Closing a Quote==
+You can perform several actions with the PDF version of the quote:
-If a customer rejects a quote, you can close the quote by setting the Stage menu to Lost or Dead.
+* To view the PDF, click '''View PDF'''.
-==Customising the Quote Format==
+===Convert to Invoice===
-==Header & Footer==
+[[File:Convert to invoice1.png|thumb|Convert Quote to Invoice]]
-<div class="docs-alert-info">This section describes a feature available in version 7.0 and above.</div>
+After the client accepts the quote, the system automatically marks it as ''Accepted''. You must then convert the quote into an invoice and, if they do not already exist, create the client.
-It is possible to add a header or footer that is automatically repeated on every page of a multi-page PDF quote. If they are present in your theme, the system will include the following template files for every rendered PDF page:
+To do this:
-* quotepdfheader.tpl
+===Delete===
-The system only requires the respective header or footer files. For example, for a customized footer on each page, create a '''quotepdffooter.tpl''' file. You must store these files in the same directory as the '''quotepdf.tpl''' template file. During template processing, Smarty will provide each of these template files the same variables as '''quotepdf.tpl'''.
+To delete a quote, click '''Delete'''.
-==Client Area==
+If a customer rejects a quote, you can close it by selecting ''Lost'' or ''Dead'' for '''Stage'''.

@@ Line 28: / Line 28: @@
 ==Customising the Quote Format==
 The quote is delivered as a PDF file, similar to the PDF invoices. You can customise the layout of the PDF in the same way you can with the [[PDF Invoice]].  The template file that controls the quote is "quotepdf.tpl" in your active template folder (templates/xxxxx).
 ==Client Area==
 [[File:ca-quotes.png|thumb|Client Area Quotes]]
 Clients can view all their quotes at any time via the My Quotes page of the client area. Each quote displays the ID number, subject, creation and valid until dates and the status. To download the PDF containing the full details, click the View/Download link.

@@ Line 30: / Line 30: @@
 ==Client Area==
-[[File:Client area quote1.png|thumb|Client Area Quotes]]
+[[File:ca-quotes.png|thumb|Client Area Quotes]]
 Clients can view all their quotes at any time via the My Quotes page of the client area. Each quote displays the ID number, subject, creation and valid until dates and the status. To download the PDF containing the full details, click the View/Download link.

@@ Line 5: / Line 5: @@
 #Enter a subject for the quote (this will be visible by the client) and alter the creation and valid to dates if necessary which will default to todays day and one month in the future respectively by default
 #Next, choose if the quote is for an existing client or a new client. If it's for a new client you can enter their details and only if/when the quote is converted to an invoice will a client account be created for them
-#You are now ready to add the first line item to the quote.  For each item, you need to set a quantity, description, unit price and discount percentage.  The total is calculated as quantity x unit price - discount %.  If you want to add more lines to the quote, click the Save Changes button and a new line entry will appear
+#You are now ready to add the first line item to the quote.  For each item, you need to set a quantity, description, unit price and discount percentage.  The total is calculated as quantity x unit price - discount %.  If you want to add more lines to the quote, click the Save Changes button and a new line entry will appear. Please note that the "Add a predefined product" option will pull in the product name, group and price, however it will not link the quote to the product. Once the quote has been accepted and paid for, such items will need to be added to the client using a new order via the Add New Order option on the Client Summary page.
 #At the bottom of the page, you can set customer notes and admin only notes.  Customer notes will be shown on the quote to the client and admin only notes will never be shown to the client.