Create the quotation against any job

Hello, and welcome to this training session. To start with we will understand why the Quotation Feature is important within FSM software. 

The Quotation Feature in FSM software streamlines generating accurate quotations, reducing errors and turnaround time. It allows for customization to meet specific customer needs and integrates customer data to save time. Additionally, it enhances communication by enabling direct email quotations and provides valuable data for optimizing pricing strategies and improving service delivery.

In this video, you will learn how to create a quotation for a job. First, navigate to the job overview or job details screen by clicking on the preview icon. On this page, click the "Add Quotation" button to open the quotation creation page.

On the quotation creation page, you can modify the quotation details. By default, the quotation code will be automatically populated, but you have the option to change it. You can also set the currency, and if it differs from your base currency, enter the proper conversion factor to support multi-currency functionality.

The quotation date defaults to today's date, but you can change it. The expiry date will automatically populate based on the selected tag from the job section. Customer details will appear in the customer section, and you can change the address if needed. The shipping address will display the billing address, but you can check a box to make it the same.

In the service section, select supplies, items, or services, such as repair services, and add descriptions. 

You can include warranty details and add multiple services or custom services not available in your system. Specify prices and apply one-time discounts if necessary.

Once the service details are added, collect the signature, enter the signatory name and date, and add any recommendation text. You can opt to send notifications to the customer or admin by checking the appropriate boxes. 

If you want the quotation to appear in the customer panel, check the corresponding box. When ready, click "Save" to create the quotation and view the quotation details screen.

To view the quotation list, click on the "Quotation List" button, which shows the newly created quotation. Clicking on the customer name will take you to the customer details. The quotation list displays details such as service date, expiry date, technician name, facility, job/order number, current status, quotation tag, creator, and creation date.

You can perform various actions from the list, including editing, copying, viewing the quotation, viewing the PDF, checking the history, deleting, and sending the quotation via email. To search for a quotation, use the search function with parameters like quotation number, current status, customer, and date. You can export quotations in Excel or PDF format.

To edit a quotation, click the edit icon. On the edit page, you can approve, accept, decline, close, or cancel the quotation. After approving and saving, new icons for accepting or declining the quotation will appear in the quotation list. To accept a quotation, click the accept icon, add a comment, and the status will change to accepted. You can view the PDF of the quotation by clicking the view icon.

To see the history of the quotation, click the history button, which shows status changes such as created, approved, and accepted. You can also create a new quotation, return to the quotation list, or view job details by clicking "View Order Details."

Once the quotation is ready, you can send it via email by clicking the send mail option. Add any additional wording, enter the customer email, and use commas to separate multiple email addresses. This is how the quotation process works for a job.

Thank you for watching this training session. We hope this guide helps you efficiently use the Quotation feature in our FSM application. If you have any questions, feel free to reach out to our support team. Have a great day.