To switch on the quotation function in Farmplan Business Cloud, head to Document Settings > Quote Options.
From here you can switch on quotations and specify the default text at the bottom of your quotes when you create them. This can be overwritten at the point of creating a quote if needed.
Setting your template
Once you have switched quotes on you can then set your template. This is the same design used for your invoicing, so if you have set up your invoicing already you can skip this step.
In the same menu, select 'Design Options'. From here you can upload your company logo which will appear on your quotations.
You can also select the template you would like to use from a selection of designs:
Remember to save your document settings.
Creating quotations
Now that you're set up it's time to create your first quote. Head to Enter Customers > Customer Quotes > New Quote.
You will then be presented with a form to enter the quotation details.
Select the customer name (you can add one here if the correct customer is not in the list), a description and the amount.
If you want to show units such as hours, days, items etc. then a quantity field can be added through Document Settings > Invoice Options by ticking ‘Do you issue product invoices?’ as opposed to service invoices. You can also set custom billing units within the same option – for example to show the word ‘hours’ after the quantity on your invoices.
Attachment - If you wish to include an attachment with your quote when it is emailed, use the paper clip in the top right hand corner of the screen.
Once you have entered the quotation details you can click:
Save and next: saves the quote and starts a new one.
Save and view: gives further options such as converting the quote into a PDF or sending the quote to your customer via email.
Save and finish: saves the quote and quits.
Viewing your quotes
To view your quotation go to Customers > Customers > View > Quotes
This will present you with a list of all of the quotes you have created. You can then:
Mark the quote as accepted – remember to also convert the quote to an invoice when you are ready to bill the customer
Mark as declined
Return to Pending - a quote that has been previously marked as accepted or declined can be returned to pending.
Convert the quote into an invoice. Once you have done this you can then email the invoice to your customer.
There are also action buttons on the right which allow you to quickly edit the quote, attach any documents or add notes. Use the button at the end of the line to copy, delete, print or email the quote in PDF format.