Transactions: New Quote + Quote Approval Process - shopVOX Pro

Tyler MacDonald 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

  1. From the green + icon select new Quote
  2. Fill in the initial details, and select "Save & Add First Line Item"
  3. 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!.
  4. Click the Action button on the right of a line item to edit, copy or delete the item
  5. Hover over the "T" to quickly display the taxes
  6. Click "Add Description For Customer" to add a description
  7. Expand "Additional Info" to Add Internal Notes,Production, Design, Install, Shipping Details and Tracking
  8. Click "Save Additional Info" when complete

Add assets by selecting "+ Add New Asset" from your line item

Downloading, Emailing, Send Customer Review

  1. To Download the Quote as a PDF select "Download PDF" from the top of the Quote
  2. To Email the Quote as a PDF select "Email PDF" from the top of the Quote
  3. 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

  1. 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"
  2. After utilizing the "Send Review Email" function, you'll find the updated status of the quote and the review reflected on the screen.
  3. 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

  1. Your Customer will receive an email that looks similar to this
  2. They will need to click the blue action button "Click Here to Review the Quote"
  3. Once the Reviewed the Quote, and everything looks good they can click "Approve"
  4. Clicking the Approved button brings up a screen where your customer can pay for the order.

Converting an Approved Quotation into a Sales Order

  1. Once Approved you will be able to convert the order to a "Sales Order" by selecting the blue action button
  2. 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.

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

  1. Select "Tasks" and "+ Add New Task"
  2. Enter in the Task Details, Title, Description, Assignee, Due Date, Type, Start At, End At, Remind Before, Time Unit
    You can "Choose Other Users to Create this Task For", by selecting additional assignee's
  3. When complete select "Save Task"

Adding Assets to your Quote

  1. Select "Assets" and "+ Add New Asset"
  2. Drag and Drop or select your asset and select "Save Asset"
  3. 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

  1. Select "Notes" and "+ Add New New Note"
  2. 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.
  3. Once you've filled in the note details and clicked "Save Note," an alert will be sent to all individuals included in the note.
  4. You can see the Note alert from the Alert Bell icon
Clicking on the Alert located on the Alert Bell icon, will take the user directly to the screen the note originated from

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.

  1. From the top of the Quote order, select "Show All Information"
  2. 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.

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.

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