Quotes

In Propcart, a quote is an order that you have sent to the customer for confirmation. There is no separate quote record. The quote is the order, in "Draft", "On Hold" or "Unscheduled" status, and the Quote PDF and email are its paperwork.

When the customer approves it, the same order moves to Confirmed. The line items, prices, discounts and account you set up while quoting carry straight through to picking, the checkout sheet and the invoice. Nothing needs to be re-entered.

Quotes and Quote Requests

The two sound alike but travel in opposite directions:

• A quote request comes from the customer. It is a set list they sent you from your webstore or the Propcart Marketplace, asking for pricing and availability.
• A quote goes to the customer. It is the order you built in response, with your prices, sent back for them to approve.

A typical job runs like this:

1. The customer sends a quote request through your website.
2. You press Convert to Order on the request. Propcart creates an order with the requested items as line items. See Converting a quote request to an order.
3. You add the account, then adjust line items, pricing and discounts. Verify all items are available.
4. You email the quote.
5. The customer confirms it, and the order moves to Confirmed status.

An order made from a quote request links back to it: look for Quote Request in the order's summary.

If the customer changes their set list and sends it again, you get a new revision of the quote request. Update the order you already have from the request's Compare tab, rather than converting it again, then email the customer an updated quote. See Revisions.

You don't need a quote request to send a quote. For customers who phone or email, create the order yourself and quote it the same way.

note

If your Request Word Choice is set to "Hold" (or another option), customers send you Hold Requests. What you send back is still called a quote.

Emailing a quote

Press the light blue Email Quote button at the top of the order. It appears while the order is in "Draft" status, or in the status you've chosen for new orders.

You can also email or download a quote at any time before the order goes out, from the order menu under Quote.

The email window opens with:

• To: the email addresses saved on the order. If you add a new address, you're asked whether to save it to the order for next time.
• Subject and Message: filled in from your Quote email template. Change them as needed for this quote; your template is not affected.
• Show Confirm Order Button?: adds a button the customer can use to confirm the order themselves. See Confirming Quotes.

You can also attach files.

The order must have an account before you can email its quote. If it came from a quote request, see Add an account.

What the customer receives

The email contains:

• your message
• the Confirm Order button, if you turned it on
• the order title, account, PO, pickup date and expected return date
• the quote number and the sales rep who prepared it
• the estimated total due, marked "This is not an invoice"
• the order's Memo
• every line item, with its photo, SKU, description, size, replacement price, quantity, rate and amount

Rates, amounts and replacement prices follow the Hide settings described under The Quote PDF.

The quote is also attached as a PDF.

After you send it

The email is recorded on the order's Activity tab.

If the order was in "Draft", you're asked whether to move it to "On Hold". That tells your team the quote is with the customer. "On Spec Rental" orders move to "On Memo / On Spec" instead. Downloading the Quote PDF from the order menu asks the same question.

The quote email template

Set the default subject and message for every quote email in the Quote tab of your Email Template Settings. The quote email uses the template's Subject and Intro.

Use these tags to fill in details from the order:

Tag	Replaced with
{{orderIdNumber}}	the order number
{{orderTitle}}	the order title
{{accountName}}	the account name
{{pickupDate}}	the pickup date
{{userName}}	the name of the person sending it

The default template reads:

Subject: Quote #{{orderIdNumber}}: "{{orderTitle}}", {{accountName}}

Intro: Hello, Please find Quote #{{orderIdNumber}}: "{{orderTitle}}" below. A PDF version is attached. - {{userName}}

Template changes apply to quotes you email from then on.

The Quote PDF

These settings in your Order Paperwork Settings change the Quote PDF:

• Append Contract to Quotes? attaches the order's contract to the end of the PDF, if the order has one.
• Signature Text (Quotes) appears at the end of the PDF. It's left out when a contract is appended.
• Show photos on quotes? shows each line item's photo.
• Line Item Sort sets the order of the line items.
• Hide Replacement Price?, Hide Total Replacement Price? and Hide Line Item Price? hide those figures on quotes as well as your other paperwork, in both the email and the PDF. Hide Line Item Price? hides each line item's rate and amount, including accessory kit prices.

If you often send several versions of a quote, turn on Use Revision Date? in your Order Settings. Each order then has a Revision Date field. Set it whenever you revise the quote; it appears under the title of the Quote PDF so you and the customer can tell versions apart.

When the customer confirms

A customer can approve a quote in one of two ways:

• They reply or call. Open the order and press Confirm Order at the top of the page. That button appears on "On Hold" and "Unscheduled" orders. A "Draft" order, or one still in the status you've chosen for new orders, shows Email Quote there instead, so change the order's Status to "Confirmed" and choose to update its line items when asked.
• They press the Confirm Order button in the email. The order is confirmed for you. See Confirming Quotes for how to turn the button on and what happens next.

Either way, the order and its line items move to Confirmed and your crew can start picking.

If the customer wants changes instead, edit the order and email them a new quote.

Marketplace orders

An order that came from a partner marketplace has Send Quote to marketplace in place of Email Quote. Propcart cannot email the buyer on these orders. You write a message and the marketplace delivers it with the quote, then collects payment when the buyer confirms.