Quotes play an important part in procuring new business opportunities and setting predictability in cash flow and steady business. With the new quoting module in SuperOps.ai, quoting is now at the heart of your billing and invoicing operations.
Benefits of quoting:
End-to-end invoicing: The quote’s journey—from when a quote is created to when an invoice is paid—is captured and monitored every step of the way.
Quote versioning: With easily revisable quotes, each iteration of the quote is saved, making it easy for MSPs to manage the lifecycle of a quote in a single thread. You can also easily track back and see how the quote has evolved at every step, enabling you with context to make more meaningful decisions.
Quote conversations: Business conversations with clients are baked into each quote, so that context is carried across each revision, making negotiations seamless.
Now that we’ve covered how SuperOps.ai’s quoting can benefit your business, let’s dive into how you can set it up and start using it.
Creating a quote
Go to Modules > Quotes. Here, you’ll see a list of all the quotes on your platform.
Click the +Quote button on the top right to create a new quote.
Give the quote a name, choose which client and site you’re raising the new quote for, and an expiry date for the quote. Once you’re done, start adding line items from the service catalog to the quote to start filling it up.
3. Once the quote is ready, you can either save it as a draft or send it to the client. You can edit the email that goes along with the quote in the email notifications section. Select the quote’s recipient, and hit send.
For clients: responding to a quote
Using the link in the email, the client can open the quote and read it thoroughly. From there, they can either approve or reject it. If the quote is good to go, then the client just needs to fill in their name, and click Approve.
If the client’s rejecting the quote, they can add additional comments as to why they’re rejecting the quote.
Maybe the cost is a little higher than what they’re looking for, or they want a revision in the quantity of an item. No worries, they can just add it as a comment and hit Submit.
For technicians: working with a quote
Your technician will be notified via email as soon as the client approves or rejects the quote, and they can quickly jump in and decide on how to proceed.
1. If the client has rejected the quote, you can use the conversations window within the quote to negotiate with the client to understand what changes need to be made. Click revise quote to clone the quote and start editing it.
The best part is that your conversations across each of these quotes are retained in a single thread, so that context about previous interactions are always just a few scrolls away.
You can see previous versions of the quote at any time using the Version History at the top right of the quote.
2. Update the new quote with the revised terms and hit Send to send it back to the client. Once the client approves the new quote, all that’s left is to raise an invoice for the approved quote. Just click Generate Invoice on the top right to create an invoice for the quote with a single click.
An invoice with the quote’s line items is generated instantly, and all you need to do is send it to the client.
Configuring your email and quote templates
1. You can customize the email that’s sent to the client with the quote under Settings > Email notifications > Client notifications.
2. You can also create and manage your quote templates under Settings > Invoice settings.