Many of the fields fill in automatically, to save time. Others offer options to automate or facilitate your daily operations. We've broken down the definitions by section for easy reference:
1. Information
Quote status: Tracks the latest quote status to facilitate follow-ups
Quote number: generated when the quote is printed and sent.
Customer contact information: inserted automatically and, if required, the job site address can be modified.
Quote date: This is automatically updated when the quote is sent.
Term: is automatically copied from the settings and can be modified if required.
Due date: is automatically copied from the settings and can be modified
Labels: see Manage labels for more information
Resource: links the submission to an employee (i.e. useful for sales follow-ups)
Add custom fields: to capture information specific to your operations. See Customize my forms for more information
"Actions" button: options to speed up your operations at each quote status
2. Items
The items section is for adding products and/or services. To save time, we suggest that you first create your products and services catalog in your settings (see Products and services list settings).
"Add a product or service": opens a search window to select a product or service.
"New product on invoice only": to create a one-time item
"Manage products and services": to create a product that will be reused
NOTE: To change the price of an item already selected on a quote, simply click on it and change the price.
3. Payment schedule
Payment schedules allow you to link your quote to multiple invoices and/or 1 invoice to multiple instalments, as required. The payment schedule in your quote parameters will be automatically copied to each quote but you will always have the option to edit on a given quote (see Sample payment schedules for your quotes).
4. Attachments
You have 2 options:
Attach a document: allows you to select from the list of documents previously saved in the "Documents" tab of the main menu.
Upload a file: allows you to attach a document/photo saved on your device.
5. Notes
Allows you to add or edit a specific note on the submission (to automate the copying of notes on each invoice, see Fill in Notes, terms and conditions).
6. Terms & conditions
An invoice's Terms & Conditions encompass the legal and operational aspects of the contract, detailing the terms and conditions of invoicing as well as the rules governing the operation of the transaction. We suggest that you automate the copying of notes on each invoice by consulting Fill in Notes, Terms & Conditions.
7. History
Allows you to trace each activity related to the quote, with a time stamp on email deliveries, openings, payments, etc.
8. Internal comments
Makes it easier for employees to communicate with each other, with time stamp For more information on how to use them, see Add internal notes to my documents - Visit / work order.