Office Administrator tasks
Pages
  1. Enquiry pipeline to client
  2. Clients, contacts and homes
  3. Quote lifecycle
  4. Recurring schedule
  5. Operative profiles
  6. Assignment and rota
  7. Visit review and office actions
  8. Timesheets and travel time
  9. Operations exceptions
  10. Invoice to paid
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Quote lifecycle

Workflow 07 · Quote builder · Send · Customer decides · First visit

A quote goes from draft to a signed yes without printing, posting or a follow-up phone call.

The customer gets a link of their own and needs no account; their decision, with the exact total they agreed to, is kept on the quote for good.

  • A converted enquiry with a client and a home
  • Office Administrator; Franchise Owner for offline decisions
Office Administrator

Quotes

Office Administrator

Quotes

1Step 1 of 15 · workflow step 01

  1. Every quote and version
  2. Status filter
  3. Quote number

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Office Administrator · Quote lifecycle01

Quote builder

Office Administrator

Quote builder

2Step 2 of 15 · workflow step 02

  1. Prefilled client, home, contact
  2. Valid until
  3. Message to the customer

Offered on an enquiry once it has a client and a home.

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Office Administrator · Quote lifecycle02

Add the priced lines

Office Administrator

Add the priced lines

3Step 3 of 15 · workflow step 03

  1. Add a line
  2. Quantity, unit, price, VAT
  3. Optional line
  4. Save

A discount above the line value is refused, never capped.

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Office Administrator · Quote lifecycle03

Saved as Draft

Office Administrator

Saved as Draft

4Step 4 of 15 · workflow step 03

  1. Quote number given
  2. Draft

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Office Administrator · Quote lifecycle04

Optional internal review

Office Administrator

Optional internal review

5Step 5 of 15 · workflow step 04

  1. Submit for review
  2. Send to client or Return to draft

Comments from a return stay on the quote until the version is sent.

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Office Administrator · Quote lifecycle05

Send to client

Office Administrator

Send to client

6Step 6 of 15 · workflow step 05

  1. Send to client
  2. Checks before sending

No line, no active contact, no service window or an expired date: nothing is sent and the reason is named.

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Office Administrator · Quote lifecycle06

Sent: the version is locked

Office Administrator

Sent: the version is locked

7Step 7 of 15 · workflow step 06

  1. Sent
  2. Download PDF
  3. Cancel quote or Re-quote

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Office Administrator · Quote lifecycle07

The customer's email

Customer

The customer's email

8Step 8 of 15 · workflow step 06

  1. Personal decision link
  2. Used once

In the demo, emails arrive in the Mailpit mailbox.

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Office Administrator · Quote lifecycle08

The customer opens the link

Customer

The customer opens the link

9Step 9 of 15 · workflow step 07

  1. Lines and Total to accept
  2. Tick optional items
  3. Accept or Decline

No account or password. An expired, used or wrong link shows one identical refusal.

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Office Administrator · Quote lifecycle09

Accept this quote

Customer

Accept this quote

10Step 10 of 15 · workflow step 08

  1. Accept this quote
  2. Receipt

Here the optional oven clean is left out: £144.00 of the £198.00 quoted is accepted.

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The system does this
  • Make the client Active and the enquiry Won, and book exactly one first visit in the earliest service window after the acceptance
  • Tell the office the quote was accepted
Office Administrator · Quote lifecycle10

Accepted, with its first visit

Office Administrator

Accepted, with its first visit

11Step 11 of 15 · workflow step 09

  1. Decision and contact
  2. Accepted lines and total
  3. First visit

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Office Administrator · Quote lifecycle11

Re-quote after a change

Office Administrator

Re-quote after a change

12Step 12 of 15 · workflow step 10

  1. Re-quote
  2. Reason for the new version

A new Draft version; the old link stops working and the old version stays as the customer saw it.

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Office Administrator · Quote lifecycle12

Cancel quote

Office Administrator

Cancel quote

13Step 13 of 15 · workflow step 11

  1. Cancel quote
  2. Cancellation reason

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Office Administrator · Quote lifecycle13

Expired after its date

Office Administrator

Expired after its date

14Step 14 of 15 · workflow step 12

  1. Expired
  2. Link no longer works

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Office Administrator · Quote lifecycle14

Decision by phone or post

Franchise Owner

Decision by phone or post

15Step 15 of 15 · workflow step 13

  1. Record offline decision
  2. Decision note

Franchise Owner only; an acceptance books the first visit like the link does.

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Check

Quote accepted; first visit booked in the service window

Office Administrator · Quote lifecycle15
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