Waste Management Solution - Quotations

1 Overview

Quotations are the second stage in the WMS CRM Pipeline. Quotations can be added to any active Prospect or Customer record and can be viewed or amended at any time. This article will cover how to add and edit Quotations and the various options for reviewing them.

2 Quotations Tab

Quotations cannot be added as standalone records but must instead be associated with a specific Prospect or Customer. The Quotations tab displays all of the existing Quotation stats for a Prospect or Customer, and allows for adding new Quotes and reviewing a records full Quotation history. To access it, first open the Prospect or Customer, then click on the the Quotations tab.

The tab also details the number of active and overall total Quotations associated with this Prospect or Customer.

3 Adding a Quote

3.1 Starting a new Quote

To start a new Quotation, click on the Create New Quotation button under the Quotations tab for the Prospect or Customer you want to file the quote under. You will then be forwarded to the new Quotation menu.

Most of the fields will fill in automatically from the Prospect/Customer's record. Only the contract Length needs to be specified at this stage. Click on Start Quotation to save your changes and open the new Quotation.

3.2 Editing the Quote

Once the new quote has been opened it will automatically be redirected to the edit Quotation menu so you can populate it with further details. The edit menu is divided up in to three tabs:

Quotation Details - Primary info and details

Products/Services - Items included in the Quote

External Viewer Details - Info displayed to client.

The Quotation Details tab(pictured above) is where the client details and contract information is stored. Here you can change the status of the Quote and the duration of the proposed contract. The client information is static and pulled directly from the Client record and the total recurring and once-off prices are calculated automatically based on the contents of the Products/Services tab. 

Under External Viewer Details you can view the external record ID and external access pin for the Quote. These fields are automatically generated by the system when the Quote is started and cannot be changed. They can be used to share the details of a Quote with a client or other party that does not have direct access to the system. You can also change the body of the email that will be sent to the client and the record notes under this tab.

3.3 Adding Items to the Quotation

Items are added to a Quotation through the Products/Services Tab. To add an item, select the product or service you want to add to the Quote from the Product list, then set the payment frequency in the field next to it. Finally, click on the Add button to confirm.

All Products and Services already included in the Quote will appear in a list at the bottom of the tab. As you add new items to the Quote, this list will fill in with the options you select.

3.4 Removing Items from the Quotation

Items can be removed from the quotation by clicking on the X button next to their entry in the list under the Products/Services tab.

4 View Existing Quotations

There are two ways to review Quotations after they have been added to the system:

• Viewing via the Quotations Tab.
• Viewing via the Quotations menu.

4.1 Via the Quotations Tab

You can view the Quotations specifically associated with a Customer or Prospect by opening the Customer or Prospect record, navigating to the Quotations tab, and clicking on the View Existing Quotation button. This will redirect you to a list of all Quotations made under this contact.

4.2 Via the Quotations Menu

You can view a variety of sorted Quotation lists under the Quotations option on the Menu sidebar. To open them, click on the Quotations option from anywhere in the system and then select the list you want to view. The options are:

• My Quotations - A list of all Quotations assigned to the current logged in user.
• All Quotations - A complete list of all Quotations in the database.

5 Searching and Sorting Quotations

Regardless of which list you use, the columns and functionality will be the same. As with other similar lists in the system, these can be sorted by clicking on the header of the column you want to sort by or filtered by typing a search Term into the Search field in the top right hand corner of the menu. Quotations can be searched by the following criteria:

• Quotation Type
• Quotation Status
• Customer/Prospect First Name
• Customer/Prospect Surname
• Last Updated Date

6 Update Existing Quotations

To update an existing Quotation, first locate the Quotation you want to update via any of the lists described above, then click on the Open button in the leftmost column of the record.

You can then update the Quotation record's fields as needed. Note that the same list of mandatory fields applies here as when adding an Quotation initially. Once you have made your changes to the record, click on Save Quotation.

Note also that you can add and remove Products and Services to/from the quote and update its External Viewer Details when editing as well. These functions behave the same as during the process of adding a new Quote, for more detail refer back to sections 3.2 through 3.4