From a customer enquiry to an agreed quotation

1Step 1 / 8

Start with the correct customer record to avoid mixing up the job, quotation or recipient. Open an existing record or create one when needed.

1. Go to Sales → Customers; open an existing customer or select “New customer”.
2. For a new customer, enter “Business name”, “ABN”, “Business address” and “Account manager”, then select “Save”.
3. Select “Add contact” to add the appropriate contact for the job.

2Step 2 / 8

The job record follows the work from the initial enquiry through later steps. Keep the same code as you continue with measurements and the quotation.

1. On the customer record, select “New project”.
2. Enter “Project name”, choose “Coordinator”, then select “Create main project”.

3Step 3 / 8

The quoting measure records the source, measurer and each item of work to be priced. If assigning phone capture, save the measure date before selecting the person to capture it.

1. On the Project, select “New quoting measure”; choose “Measure source”, then select “Save draft”.
2. Enter “Measured on” and “Measurer”, then save; if assigning measurement capture, choose “Capture assignee” and save.
3. Enter each measure line and its Scope key to identify the corresponding work.
4. Take or upload site photographs for the sheet and the measured lines using the editor or assigned phone form.

4Step 4 / 8

Review every line before finalising the measure. The finalised revision remains fixed as the basis for preparing the quotation.

1. Check the measure lines and Scope keys on the sheet you have open.
2. Select “Finalise quoting sheet”, then “Finalise”.

5Step 5 / 8

The original quotation uses measured items or clearly identified new scope. Choose one of these two sources for each line to avoid duplicating the scope.

1. On the Project, select “New original quote”; enter “Scope summary” and “Valid until”, then select “Create quote”.
2. Select “Add line”; use Measured item or New scope for that line, not both, then select “Done”.
3. Complete the lines, then select “Save quote”.

6Step 6 / 8

Check the recipient before sending the quotation you have open. After a successful send, the quotation remains fixed.

1. On the quotation, select “Send quotation” and choose “Recipient”.
2. Check the recipient, then select “Send quotation” to send it.

The image illustrates drafting; the original quotation outcome screen is not yet included in the screenshots. This image does not illustrate sending.

7Step 7 / 8

Use the actual outcome and suitable evidence to close the sent quotation. The options have different evidence and reason requirements; expiry becomes available only from the validity date.

1. On the Sent quotation, choose “Record Won”, “Record Lost”, “Record Expired” or “Record Cancelled” to match the actual outcome.
2. Won requires Evidence; Lost or Cancelled require Evidence and Reason; Expired requires Reason, with optional Evidence.
3. Complete the required fields, then select “Record outcome”.

Won requires evidence; Lost/Cancelled require evidence and a reason. Expired requires a reason, has optional evidence and becomes available only from Valid until. The image illustrates drafting; the original quotation outcome screen is not yet included in the screenshots. The company deposit percentage defaults to 50 and may be set from 0 to 100. No project step depends on a payment claim, including when Draft creation fails.

8Step 8 / 8

The next step depends on status: revise a sent quotation, or quote again on a new job after an unsuccessful or expired original. After the customer accepts the original quotation, scope changes must use a variation quotation.

1. If the quotation is still Sent and needs a change, select “Create revision”, then “Save new Draft revision”.
2. If the original is Lost or Expired and needs a new quote, select “Quote again on a new job”, then “Open the new job”.
3. Check the copied measure and Draft quotation on the new job before sending.

The image illustrates drafting; the original quotation outcome screen is not yet included in the screenshots. This image does not illustrate Create revision or Quote again on a new job.