🎥 Creating a quote
Quote Records allow you to provide a formal quotation for the services you’re providing to your client or indeed offer them a choice between two or more options. You can then record what they’ve agreed to and you can conveniently raise an invoice from the quote at a later date.
To learn more about how to do this watch the video below; though if you prefer to learn by words and pictures, have a read of the help article instead!
Do you always have to create a Quote Record?
The simple answer is no! Quotes are not appropriate for every business and you can go straight to creating a sale and invoicing your client from that.
👉 If you want to skip creating a quote, this help article explains how to create a sale.
👉 And this one explains how to create an invoice from a sale.
Creating a quote from a Shoot Record
- The quickest and best way to create a new quote is to head to the “Linked Records” tab in the Shoot Record.
- Click the green “+” button and choose “New Quote…” from the drop-down menu; a new Quote Record is then created for you containing the details of the first linked Contact Record and is automatically linked to the Shoot Record.
Creating a quote from a Contact Record
- We’d generally recommend creating a quote from a Shoot Record; in the majority of cases you’ll be sending a quote because there’s a possibility a shoot will be taking place so there should be a Shoot Record in place, even if it’s at the Enquiry status. However if you don’t have a Shoot Record linked to your client you can also create a quote from their Contact Record; simply go to the “Linked Records” tab.
- Click the green “+” button and choose “New Quote…” from the drop-down menu; a new Quote Record is then created for you containing the details of your client.
- You can then manually link the Quote Record to the Shoot Record at a later date.
Adding Items
- Click the green “+” button in the “Items” tab to add an Item to your Quote Record.
- If you’ve set up Price Lists choose the correct one and add Items by either starting to type the name in the “Name” field or by clicking on the cog to link an Item. 👉 If you’ve not already done so this article explains how to set up Price Lists.
- If you don’t want to use a Price List or the Item you want to add isn’t in a Price List, simply type the name and price. NB. If needed, you can then add the Item to a Price List by clicking on the cog and selecting “Save as New Product…”.
- If you need to add other Items, click the “Save add Add Another” button and when you’re finished click the “Done” button.
Adding a Booking Fee
A Booking Fee is an amount of money due to be paid immediately to confirm the booking. They can easily be added to quotes so your client is clear on what is due now and then in the future.
👉 If you want to add a Booking Fee to your Quote Record head over to this help article.
Sending to your client
- Click on the “Print/Send” button in the main menu bar to either print your Quote Record, save it as a PDF, or email it to your client as a PDF; you can also choose to use one of your Email Templates with this option.
Sending to your client as part of a Contract
You can also add a quote/s to your client’s Contract to confirm the costs of their booking.
- In the ‘Quotes & Booking Fee’ tab of their Contract, check the quote you’d like your client to agree to. You can select multiple quotes giving your client the option to choose which one they want to go ahead with. NB. Quotes will only appear here if they are linked to the Shoot Record.
Creating an invoice from a Quote Record
👉 This help article takes you through how to create an invoice from a Quote Record.
Optional extras
👉 If you want to add a discount to the Quote Record find out more here.
👉 Setting up VAT and sales taxes.