If you often need to quote on the same type of job, you can use the Quote History feature to set up dummy quotes that you can use as templates, saving you time on quoting.
A registered builder may create the following quote templates:
New Build 4 BR Brick/Veneer Home Template
Steel Shed w/ Concrete Floor 6x6m Template
Multi-Unit Housing Complex Template.
We recommend using the word 'template' in each title because it makes it easier to search on later. Alternatively, you could preface each quote name with a non-alpha-numeric character (e.g. ! or *). That way, your quote templates will always be at the top of the results list when you search.
Create a quote template
Here's how to create a quote template:
Go to Create > Quote.
Leave the Client field set to the default, so that the quote will be created against your business.
Leave the Location field blank, unless you expect that the same location will be required for all quotes of that type (e.g. a new housing development).
Select the Task Type that suits the work to be quoted on.
In the Quote Identification field, enter a name for the template, e.g. New Build 4 BR Brick/Veneer Home Template.
In the Description field, enter a comment about the template, or leave the field blank.
Click Create Quote. The Quote Worksheet header opens.
In the Quote Worksheet header, leave the Quote Type set to Simple, or select Detailed, depending on what type of quote you want.
Simple or Detailed Quotes - What's the Difference?
Simple quote: used when the work to be quoted on is fairly straightforward. Once accepted, a simple quote becomes a task. It cannot become a project. Example: Replacing a set of automatic entry doors on an office building.
Detailed quote: used when the work to be quoted on is complex and contains many stages, known as 'take-offs' in AroFlo. Once accepted, a detailed quote can become a project. Example: Building a multi-unit housing complex.
For simple quotes, add line items as described in Simple Quotes, but do not finalise the quote.
For detailed quotes, add line items as described in Detailed Quotes, but do not finalise the quote.
Note: Make sure all line items have a Quantity of at least 1, or they won't import into other quotes.
Don't worry too much about creating the 'perfect' quote for your template. Remember that you can quickly and easily amend any of the line items when you want to use the template for an actual client. The main thing is to list the items that you know will usually need to be included in that type of quote. That's where the big time saving is.
Once you're happy with your dummy quote, scroll down to the Status box, select Rejected, and Save. This prevents the quote showing up in pipeline reports.
The quote will be saved and you can view it by going to ServiceTrack > Quotes and setting the filter to Rejected.
Edit a quote template
You can edit the template you've created by changing the status back to In Progress. Click Save, make the changes you need to make, then set the Status back to Rejected, and Save again.
If you want to create a new quote template based off an existing one, make a duplicate of the quote by using the Save As... feature and then follow the instructions as above once you've edited your line items.
When the Quote Worksheet opens, select the Quote Type - either Simple or Detailed.
Click Multi-Search and select:
Quote History (Simple), for simple quotes
Quote History (Detailed), for detailed quotes.
In the search window, enter 'template' into the Quote filter.
Select the template you want and click Select Quote, then close the window by clicking the X in the top right-hand corner.
Import as much or as little as you like
You don't have to import a whole detailed quote template - you can click the (plus) icon and select just the take-off sheets you need. Double-click one of the line items and that take-off sheet will be inserted into the quote.
You can also use the Quote History button within a take-off sheet and even within an individual line item.
The line items and any option groups you've included in your template will be imported into the quote. You can then add or remove line items, adjust mark-ups, add labour, or make any other changes you need to. From there, just treat the quote like any other. Refer to Quotes for more information.