shopVOX Pro
Getting started with shopVOX Pro
What is shopVOX? - shopVOX Pro
Getting started with shopVOX - shopVOX Pro
Your Account - shopVOX Pro
Icons and Interface Tour - shopVOX Pro
Inviting Users to Your Team - shopVOX Pro
Setting Roles for your Team - shopVOX Pro
My Profile + SMTP Settings - shopVOX Pro
Import Customers & Contacts from your Accounting software - shopVOX Pro
Adding Vendors - shopVOX Pro
How do I Update Our Billing Info? - shopVOX Pro
Setup Vendor Catalogs - shopVOX Pro
A Guide to Creating Your First Order - shopVOX Pro
Microsoft Outlook - Two Factor Authentication - shopVOX Pro
Customize your account with Add-on Features - shopVOX Pro
Importing and Exporting Customers & Contacts with a spreadsheet - shopVOX Pro
Transactions: New Quote + Quote Approval Process - shopVOX Pro
Database Migration Support for shopVOX - Legacy data - shopVOX Pro
Notifications: Keep your entire team up to date - shopVOX Pro
Color Picker - Saving Colors - shopVOX Pro
Transactions: What are Transactions? - shopVOX Pro
Transactions: New Sales Order - shopVOX Pro
"What's New" Feature: Your Guide to shopVOX Updates - shopVOX Pro
How Do I Cancel My shopVOX Account? - shopVOX Pro
Transactions: New Invoice - shopVOX Pro
How to Create a Quote - shopVOX Pro
shopVOX's History Tracking for Quotes, Sales Orders, Invoices, and Jobs - shopVOX Pro
Save Time with Emailed Document Templates - shopVOX Pro
Webinars in shopVOX Pro: Learn and Grow with Us - shopVOX Pro
shopVOX Express vs. Pro. Explaining the differences in Workflow - shopVOX Pro
Optimizing Quotation Efficiency: Unlocking the Power of Multiple Quantities with shopVOX - shopVOX Pro
Workflows - Quick Overview Express VS Pro - shopVOX Pro
Global Search in shopVOX - shopVOX Pro
Enhancing Security with Multi-Factor Authentication in shopVOX - shopVOX Pro
Sales - shopVOX Pro
Managing Customer and Leads
Workflow Stages and Templates Explained
Using a TV for your Job Board
Connecting shopVOX to QuickBooks Desktop: Streamlined Sync for Your Financials
How to Price Color Changes
Customer Alerts & Flags
Sales Commissions
Creating Your Own Custom Job Views
Updating a Workflow in shopVOX: A Complete Guide
Streamline In-Store Payments with with Stripe Terminal or USB Credit Card readers in shopVOX
Avalara AvaTax - Sales tax setup guide
Merge Customers
Adding new Contacts to Existing Customers
Tracking Partially Fulfilled Apparel Orders in shopVOX
Customer Contacts: Setting Primary and Billing Contacts
How to Price Color Matches
Sales Leads on Business Intelligence Dashboard
How to create Partial Invoices
Multiple Currency Add-On - How it works and setting up
Sales Leads - Sample Pipeline Setup
Sales Order States - shopVOX Pro
Reports - shopVOX Pro
Understanding Quote Statuses in shopVOX - shopVOX Pro
Managing dates on Quotes, Sales Orders, and Invoices - shopVOX Pro
Products & Pricing - shopVOX Pro
Advanced Pricing concepts
Understanding Modifiers in shopVOX: Enhancing Product Pricing Flexibility
Increasing Product Prices by a Percentage in shopVOX - PBase
A Comprehensive Guide to Ternary Operations in shopVOX
Using the Reference Field for Material Selection and Labor Charges
Understanding Pricing Levels in shopVOX
Mastering the Use of *, /, +, -, >, <, >=, <=, % in Ternary Operations
How to Update Pricing in shopVOX: A Comprehensive Guide to Machine Rates, Labor Rates, and Materials
Unlocking Efficiency: Harnessing System Variables and References to Create a Click Charge
Undertanding Sell/Buy Ratio in shopVOX
Product System Formula - with Filter
Product Templates - Custom Formula Logic
Product Template - Add New Defualt Items Configuration Window
Custom Logic in shopVOX: Evaluating Multiple Boolean Modifiers
Mastering the Use of &&, ||, and === in Ternary Operations
Products: Utilizing the "Reference" Field to Combine two References into one Click Charge
Golden Products
Golden Product: Flyer - with BOM
Golden Product: Postcard- with BOM
Golden Product: Greeting Cards - with BOM
Golden Product: Calendar - with BOM
Golden Products List by Global Region
Products shopVOX Golden Products
Golden Product: Brochures - with BOM
Golden Product: Print + Copy - with BOM
Golden Product: Business Cards - with BOM
Golden Product: Booklet - with BOM
Golden Product: Door Hangers - with BOM
Adding Your Own Products - shopVOX Pro
How to Publish Products in shopVOX
Product Templates & Formulas Explained
Product Templates - Using System Formulas
Product Templates - Using System Formulas - Adding a Double Sided check box
Product Templates - User Created Formulas
Product Templates - User Created Formulas - Adding a Double side check box
Product Pricing - Round to 2 or 4 Decimal places
Products: Grid Pricing Example
Managing Your Product Catalog with shopVOX
Setting Up Labor Rates in shopVOX: A Simple Guide
Setting Up Machine Rates in shopVOX: A Comprehensive Guide
Materials Management in shopVOX: A Comprehensive Guide
Product Pricing: Material Wastage Calculator
Product Features - Custom Fields
Products - Pricing Type - Formulas
Product Pricing : Cost Plus
Uploading and Sending Proofs for Approval
Product Templates - How to Turn on a Product Template
Guide to Using the Panels UI in shopVOX Pro
How to Price Promotional Products
How to Price Digitizing
How to Price Direct To Garment Printing
Product Template - Add New Drop-Down Menu Configuration Window
Comprehensive Guide to Setting Up a Basic Apparel Product in shopVOX
Pricing Methods: Standard, Product, and Cost Plus Pricing
Custom Product, Template, and Code Modifiers
Accounting and Reporting - shopVOX Pro
Connecting Your Sage One Accounting to shopVOX
Transaction Numbers Settings - shopVOX Pro
Add your Payment Gateway - shopVOX Pro
Connecting to your Accounting Software
Connecting your XERO account to shopVOX
Connecting Your QuickBooks Online Account to shopVOX
Common Xero Sync Error messages explained
Integrated SAGE Promo ( promotional catalog )
Setting Up Your Account - shopVOX Pro
Accounting
Common QB Questions
Differences between USA QuickBooks Online and Non-USA QuickBooks Online
shopVOX Setup of Tax Codes for Quickbooks Canada Desktop/Online
How are Users Billed?
Five challenges to consider when setting up your Account
How to Filter MFA Email Alerts in Outlook and Gmail
shopVOX Work Flow - The Big Picture
Leveraging External IP Addresses for Security
Hide or Show Quotes & Sales Orders, Ordered Quotes, and Invoiced Quotes and Sales Orders
Add Your Logo and Company Info
How to add Additional Charges to your Quotes, Sales Orders and Invoices
Terms and Conditions
Document's and PDF Settings
Group and Describe Jobs with Tags
How to Change Password
Forms: Customizing Forms in shopVOX
Common Questions About Users
Flagging a user as a "Sales Rep"
Industry Specific Content - shopVOX Pro
Automation & Integrations - shopVOX Pro
Shipping
APIs
What is an API?
How an API Works: A Simple Explanation
Leveraging the Power of shopVOX with API Integration
API Essentials: Understanding the Backbone of Software Communication
Building Your Own Custom Integration with shopVOX APIs
JSON Demystified: The Universal Language of Data Exchange
I'm having an issue with the shopVOX APIs. Who do I contact?
Does shopVOX do custom development?
Does shopVOX integrate with Salesforce?
Setting up Mailchimp Integration in shopVOX
Sales Leads Web Form in shopVOX: Streamline Prospect Capture and Management
Simplify User Authentication with OAuth Integration in shopVOX
Who to Contact for shopVOX API Issues
Setting up Constant Contact Integration in shopVOX
Does shopVOX integrate with Microsoft Project?
API and Webhooks integration feature
shopVOX Go! App
Discovering Your shopVOX API Credentials: A Step-by-Step Guide
Automation - Scheduled Actions
What are some popular advantages when using Zapier?
FAQs - shopVOX Pro
shopVOX specific terms
Common questions
How to increase Database size ?
Opening PDFs directly in your browser
shopVOX User Types
Empowering Project Managers in the Proofing Process: A Guide to Workflow Enhancement with shopVOX
Hex Color file to match PMS color chart
How do I disabled user?
What is the Admin checkbox for when creating a new user?
Invoicing - Enhancing Customer Engagement: Tracking Invoice Views with shopVOX Pro
Where do jobs "fit" in the order process in ShopVOX?
Why can't I print the PDF documents directly, instead of downloading?
How can I send a quote and a proof together in one email to my customer?
Terms and Definitions
Printing Examples - Letterpress Printing
Printing Types Defined
Printing Examples - Digital Printing
Printing Examples - Offset
Errors and Troubleshooting
How to clear history from Chrome browser?
When I convert a quote to a work order, does the name of the order and the line item description carry forward or do I have to rewrite?
How to optimize your browser for shopVOX
Streamlining Proof Attachment to New Sales Orders for Enhanced Efficiency
Setting Up Minimum Order Amounts in shopVOX
What is our IP address for the mail server ?
Custom PDF in shopVOX
Onboarding - shopVOX Pro
Onboarding - Simple Products Setup
Mastering Product Setup in shopVOX: A Step-by-Step Guide from Basics to Advanced Customization
Lesson 1: Setting Up a Basic Product
Lesson 2: Introducing Dynamic Pricing Based on Square Footage
Lesson 3: Enhancing the Product with Templates and Dropdown Menus
Lesson 4: Adding a Default Item Linked to Modifiers
Lesson 5: Implementing a Double-Sided Boolean Modifier with Conditional Logic
Lesson 6: Replacing a System Formula with a Custom Formula
Lesson 7: Integrating Custom Formula into the Conditional Double-Sided Logic
Lesson 8: Adding an Additional Dropdown Menu
Lesson 9: Creating Custom Fields to Enhance Usability
Lesson 10: Implementing a Rush Charge Option
Summary Conclusion: Lessons 1-10
Quoting and Order Management - shopVOX Pro
Adding/Updating Customers and Contacts
Purchase Orders - How to Add Materials and Products to a Purchase Order in shopVOX PRO for the Inventory Add-on
Stay Organized with Notes, Tasks, and Assets
Roll-Up Line Items to Combine Pricing
Purchasing and Receiving Blank Garments
Creating Your Own Custom Views
How to Issue Refunds and Credit Memos
Add Ons - shopVOX Pro
Ecommerce
Ecommerce - Web Store
Ecommerce: Creating Discount Codes
Ecommerce - Steps to setup custom URL for paid cPortal
Webstore & Shopping Cart Examples from shopVOX Users
Setting up a Shopping Cart to sell online - Changing the URL
Ecommerce - cPortal - White Label Setup
Ecommerce - cPortal
Ecommerce - Overview
Empowering Your Customers with the Free cPortal
Ecommerce - Shopping Cart
Ecommerce - Apparel Web Store
Inventory
Inventory Module Add-On - Setup and use of Feature
Inventory Module Add-On - Setup Locations
Questions to Consider About the Inventory Module in shopVOX
Inventory Module Add-On
Divisions
Vehicle Wrap
Amazon S3 Storage
Amazon S3 (Simple Storage Service) - shopVOX Add-On
Amazon S3 (Simple Storage Service) - Amazon S3 Pricing
Amazon S3 Add-On (Simple Storage Service) - What is it?
Projects in shopVOX: Comprehensive Guide
Service Job Add-On: Streamline Your Workflow with shopVOX's New Service Job Feature
- All Categories
- shopVOX Pro
- Getting started with shopVOX Pro
- Transactions: New Quote + Quote Approval Process - shopVOX Pro
Transactions: New Quote + Quote Approval Process - shopVOX Pro
Updated
by Tyler MacDonald
In shopVOX, the creation and management of quotes form a critical component of the transaction process. Quotes represent the initial interaction between a business and its potential customers, serving as a formal proposal that outlines the scope of goods or services to be provided. The quote approval process is integral to ensuring accuracy, clarity, and mutual agreement before proceeding to subsequent stages of the transaction.This structured approach within shopVOX underscores the importance of quotes as a foundational element in fostering efficient operations and customer trust.
Let’s explore how to create a New Quote in shopVOX and send it to a Customer for Approval, ensuring a seamless start to the transaction process.
Lets start by creating a new Quote
- From the green + icon select new Quote
- Fill in the initial details, and select "Save & Add First Line Item"
- To include line items in your quote, simply click on "+ Add New Line Item." Then, choose the product you want, fill in the necessary information, and click "Save." It's as easy as that!.
- Click the Action button on the right of a line item to edit, copy or delete the item
- Hover over the "T" to quickly display the taxes
- Click "Add Description For Customer" to add a description
- Expand "Additional Info" to Add Internal Notes,Production, Design, Install, Shipping Details and Tracking
- Click "Save Additional Info" when complete
Add assets by selecting "+ Add New Asset" from your line item
![](https://files.helpdocs.io/es28aso88j/articles/avhotlqqzj/1712234141921/quote-add-asset.gif)
Downloading, Emailing, Send Customer Review
- To Download the Quote as a PDF select "Download PDF" from the top of the Quote
- To Email the Quote as a PDF select "Email PDF" from the top of the Quote
- To send a Customer Review email select the blue action button, and choose "Send Review Email"Distinction exists between "Send Review Email" email and an "Email PDF." The "Send Review Email" entails a semi-automated process, where the system tracks when a customer views the Quote, and subsequently notes if the customer approves or requests changes from the Quote.
Customer Review Emails
- Continuing from the previous step, once you select "Send Review Email," you'll be prompted to enter the email details on the following screen. Enter in the Customer, Staff, Email Template, Format, Subject, Message and click "Send"
- After utilizing the "Send Review Email" function, you'll find the updated status of the quote and the review reflected on the screen.
- When a customer interacts with and "Approves" the quote, the system, if configured with the relevant notifications, will automatically update you. You'll notice the Alert Bell icon indicating the quote's approval, along with the status being changed to "Approved."To modify the notifications you receive when a customer interacts with the quote, navigate to Settings, then Notifications. Alternatively, you can access the notification settings from the Alert Bell icon located at the top of your menu.
Review Emails from the Customers Perspective
- Your Customer will receive an email that looks similar to this
- They will need to click the blue action button "Click Here to Review the Quote"
- Once the Reviewed the Quote, and everything looks good they can click "Approve"
- Clicking the Approved button brings up a screen where your customer can pay for the order.
Converting an Approved Quotation into a Sales Order
- Once Approved you will be able to convert the order to a "Sales Order" by selecting the blue action button
- If you ever need to manually approve a quote on behalf of a customer, simply navigate to the "Reviews" section and click on the green "Thumb's Up" icon.
![](https://files.helpdocs.io/es28aso88j/articles/avhotlqqzj/1712321359101/quote-manually-approved-quote.gif)
Additional Features of the Quote Interface
After covering the steps to create a new quote, add a line item, and send it for customer review, it's essential to explore other functionalities within the Quote interface for a comprehensive understanding.
Adding Tasks to your Quote
- Select "Tasks" and "+ Add New Task"
- Enter in the Task Details, Title, Description, Assignee, Due Date, Type, Start At, End At, Remind Before, Time UnitYou can "Choose Other Users to Create this Task For", by selecting additional assignee's
- When complete select "Save Task"
Adding Assets to your Quote
- Select "Assets" and "+ Add New Asset"
- Drag and Drop or select your asset and select "Save Asset"
- You will see your Asset saved to the Quote. Take notice of the options available to you from the asset. These are Download Asset, Calculate Print Size, Edit Asset, and Delete Asset
Adding Notes to your Quote
- Select "Notes" and "+ Add New New Note"
- The power of notes lies in their capacity to mention a single user or others within your shopVOX system effortlessly by using the "@" symbol and selecting the individual(s) you want to notify with the note.
- Once you've filled in the note details and clicked "Save Note," an alert will be sent to all individuals included in the note.
- You can see the Note alert from the Alert Bell icon
Understanding Profitability: Viewing Margin on Quotes
Viewing the margin on a quote provides insight into the profitability of a transaction. It helps individuals or businesses assess potential gains or losses by comparing the selling price with the associated costs, thereby aiding informed decision-making in buying or selling goods or services.
- From the top of the Quote order, select "Show All Information"
- Continue scrolling until you locate the segment labelled "Financial Details".
Explore Additional Options on the Quote Order Screen
At the top of the Quote Order interface, you'll find the prominent Blue Action button offering a variety of choices to select from.
![](https://files.helpdocs.io/es28aso88j/articles/avhotlqqzj/1712583853865/image.png)
Item | Description |
To Sales Order | Transitioning a quote into a sales order within the shopVOX system for further processing. |
To Invoice | The action of converting an estimate or a quote into an official invoice, typically indicating the intention to charge a customer for goods or services provided. |
Create Copy | The process of duplicating an existing record to create a new instance with identical or modified information, often used for efficiency or archival purposes. |
Sales Commissions | Monetary compensation paid to sales representatives or agents based on the value or volume of sales they generate, serving as an incentive for achieving sales targets. |
Send Review Email | Initiating an email to request review of a quote from relevant parties within the shopVOX platform. This is the semi-automated assistant |
Attach Sales Lead | Associating a sales lead with a quote for tracking and management purposes. |
Apply Discount Code | The process of applying a predetermined reduction in the price of goods or services by entering a specific code or identifier, typically used to encourage purchases or reward customers. |
Attach to Project | Associating a document, task, or transaction with a specific project or job, facilitating organization, tracking, and management of project-related activities. |
Quote Order - PDF | Generating a PDF document containing the details and pricing of a quote for customer review and approval. |
No Total - PDF | Creating a PDF version of a quote without including the total cost for reference or estimation purposes. |
Work Order - PDF | A document outlining specific tasks, instructions, and requirements for completing a job or project, provided in PDF format for reference, execution, and tracking. |
Down payment Invoice - PDF | An invoice issued to a customer requesting payment for a partial amount of a total order or project cost, typically issued in advance of the completion of goods or services. |
Bill of Materials - PDF | A comprehensive list of components, parts, and materials required to manufacture a product or complete a project, presented in PDF format for reference, procurement, and production planning. |
Quote - Export to XLS | Exporting quote data to an Excel file format for further analysis or integration with other systems. |
Void | The action of cancelling or nullifying a transaction, document, or process, typically used to reverse an action or correct errors in a controlled and auditable manner. |
This article provides a comprehensive overview of the essential functionalities within the shopVOX Quote interface, emphasizing the pivotal role of transactions in business operations. From creating quotes to managing tasks, assets, and notes, each feature contributes to streamlining communication and workflow efficiency. Notably, the article underscores the significance of quotes as the initial point of contact with potential customers and explores the intricacies of sending review emails and tracking customer interactions. Moreover, it guides users through the process of modifying notification settings and highlights the seamless transition from quote approval to converting it into a sales order. By delving into additional features such as adding tasks, assets, and notes, the article equips users with the tools needed for comprehensive quote management. With its user-friendly interface and robust functionalities, shopVOX emerges as a valuable asset in facilitating business growth and success.
![](https://files.helpdocs.io/es28aso88j/articles/avhotlqqzj/1712252600239/0.png)