Back to: Complete Jobman Set-Up Guide for Administrators

Create a Quote from the Leads Tab

Navigate to the Leads tab from the User Menu Panel on the left and follow these steps:

1. Click into the lead that you want to create a quote for, or create a new lead.
2. Click New > Quote.
   
3. If you have existing Lead Items you can select them now, or just click Create.
4. See Completing Your Quote below.

Create a Quote from the Quotes Tab

Creating a Quote for an Existing Lead

Navigate to the Quotes tab from the User Menu Panel on the left and follow these steps:

1. Click Create.
2. Select your lead from the dropdown, or click Create a Lead and return to this process after you have set up your new lead.
3. When you have selected your lead, click Create again.
4. See Completing Your Quote below.

Multiple quotes that are the same or similar? You can copy a quote using the 3-dot menu dropdown inside the quote you want to duplicate:

Also make sure to set up quote presets to quickly populate your quotes with commonly requested or “core” items.

Completing Your Quote

Once you’ve created a quote, you will be redirected to view it inside the Quotes tab:

Next to your quote number you will see:

• Quote Status
• Quote Value
• Profit Margin

Under your quote number you will see:

• Quote Description
• Contact Person
• Add New Contact Person
• Quote Generated Date
• Quote Expiry Date
• Template Option
• Tax Type – This is the default tax type and can be overridden on each item/line/part of the quote.
• Quote Style – This is the default style and can be overridden on each item/line/part of the quote.

Customise your quote and change any of these by clicking on the required field to update.

Tip: Make sure you assign the correct style to your quote, because this will become the default style for all your items, sections, or products in that quote.

Quote Introductions

In your quote you’ll also see an Introduction field:

What are Quote Introductions?

The introduction is a few lines or a paragraph of text that appears on the quote – usually at the top, but you can customise its position in your quote template.

The introduction typically contains a personalised message to the client, e.g. “Dear Jane, thank you for considering our business.” But it can contain as much or as little information as you like.

How to Create a Default Quote Introduction

1. Go to Settings > Templates > Quote.
2. Select a quote template from the list and click Update.
3. In the Edit Template window, type your introduction text, including template variables if desired.
4. Click Preview > Save Changes.

Tip: You can create different templates for different types of recipients. For example, the introduction to a quote for an individual customer might have a friendly and conversational tone, whereas the introduction to a quote for a business might be more formal.

Applying and Editing Introductions When Creating a Quote

When creating a quote, your introduction field will populate automatically once you select a template option, provided you have set up an introduction in that template, as explained above.

If you are not using a template for your quote, or your chosen template does not contain an introduction, you can type an introduction directly into the introduction field.

You can also edit the default introduction by typing directly into the introduction field after you have selected your template.

If you change the template in your quote after the introduction field has been populated and/or edited, you will see this dialogue box:

If you click Yes, anything you have typed in the introduction field will be replaced with the default introduction for the new template. If the new template doesn’t have an introduction, the introduction field will become empty.

If you click No, Keep My Changes, the introduction field will stay the same as before, but the new template will be applied to the rest of the quote.

Add Quote Items

Once you’ve selected your quote style and template, you should add items to your quote. These can be grouped into sections for easier reading and pricing.

Please Note: To add products and parts, you need to click into the item or preset.

Add a Section

1. Click Add New > Section.
2. Name your section.
3. Click Create.

Now you can add items or presets to your sections.

Tip: To delete a section, you must first delete the items in the section. Select the items, then click With Selected > Delete.

Add an Item

1. Click Add New > Item.
2. Name your item.
3. Add any extra notes or information in the description box.
4. If you have created a section, choose which section to allocate this item to.
5. If you have lead items, you can add them here.
6. Click Create.

Tip: Quickly add an item by clicking the + logo at the bottom of your quote section.

Add a Preset

1. Click Add New > Preset.
2. Choose your preset/s from the dropdown.
3. Choose which section to allocate this preset to.
4. Click Create.

Tip: Quickly add a preset by clicking the lightning bolt logo at the bottom of your quote section.

Click into any of the value fields to add your costs, overheads, wastage, profit margins, price or discounts as shown below.

Add an Import

If you have a bill of materials from your CAD/CAM software, you can bring these into your quote using the following steps:

1. Click Add New > Import.
2. Select your CAD/CAM software from the Driver drop-down.
3. Choose which section to allocate this import to.
4. Click Import.
5. Drag-and-drop or click to upload your file.
6. Click Import again.

Review the breakdown of your quote to see profit and totals, etc.

You can click Preview at the top right to see how the quote will appear when sent to the client.

Click Save Changes at the bottom right to complete your quote.

You will be redirected to the completed quote page, where you can do any of the following:

• Update the quote further
• Email the quote to yourself or the client
• Print to PDF
• Send an invoice (once the quote has been accepted)

Tip: Change the quote status by clicking on the current status (in orange) next to the quote number. Remember, if you want to turn this quote into a job, the quote status must be Quote Accepted. This is automated when clients accept quotes via the link they are sent.

Adding Products to a Quote

Note: It is quickest to create and use presets.

To add products to your quote, follow these steps:

1. From the User Menu Panel, navigate to Quotes.
2. Click into the quote you want. Make sure it has at least one item or preset.
3. Click into the item or preset to add products to it:

4. Click Add New and select Product from the drop-down:

5. Choose a product from the drop-down.
6. If required, make any adjustments to the product measurements.
7. Click Create.

Follow this process as many times as needed until you’ve added all your products.

Tips: To change your product dimensions, click into the Size column in the product, make any amendments, and save your changes. This will recalculate your materials costs.

If you require multiple of the same product, you can click into the Quantity column in the line item or preset, make any amendments, and save your changes.

Adding Other Lines to a Quote

In addition to products, you can also add any of the following inside your quote item from the drop-down:

• Presets – are used to add multiple sets of products at once.
• Line Items – are used to add an individual line to a quote with a simple description and a price.
• Groups – are used to create one-off products (groups of parts, materials, labour, etc.) on the fly.
• Materials
• Labour
• Services

Editing a Product Inside a Quote

If your product is slightly different to your standard for a specific quote, you can edit the product inside that quote, rather than creating a whole new product as a one-off.

To edit a product inside a quote, follow these steps:

1. Go to Quotes and click into the quote you want.
2. Click into the product you want to update. Inside the product you will be able to see all its individual parts and components.
3. To update a current part/component, click into it and make any changes needed.
4. To add more parts/components, click Add New.
5. To delete parts/components, select them using the checkboxes, then click With Selected > Delete.
6. Click Save Changes.

Tip: Make sure to check the quantities are correct for your newly added parts. Click into the Quantity column, if needed, to make changes.

Click into the Overhead, Wastage and Profit Margin columns, if needed, to make changes.

Copy Quote Items (including Presets, Products, Parts, Components, Etc.)

To save time creating the same (or similar) quote items (this includes presets, products, parts, components, etc.), you can copy one or more lines in a quote, then edit them if desired.

In your chosen quote section, select one or more presets/products/parts/etc., then click With Selected > Copy to create exact duplicates of your chosen lines.

Updating Styles in a Quote

1. Click into a quote from either the Quotes tab or from a Lead.
2. Click Update.
3. Click Style at the top right to see a dropdown with options.
4. Select the style you would like to apply to the quote.

If you want to apply different styles to different items in your quote, you can click the dropdown next to each item and select a style, as shown below:

Updating Styles in a Product

Customise your product even further by clicking into the product inside the quote to see all of its parts or components.

You can click the Style dropdown next to each part or component and select a different style for each, as shown below:

Removing Product Labour from Quotes

For some businesses that offer multiple services, you can easily remove product labour from either the whole quote or individual items.

Example: Some businesses may offer supply & install and supply only. In this case, you can have your products created to include materials and labour, then when it is a supply-only job, Remove product labour to create an accurate quote.

Remove Labour from All Quote Items

Remove labour components from all items in a quote by selecting one or more labour types from the drop-down, as shown below.

Each labour type you select will be removed from all items in the quote.

Remove Labour from Individual Quote Items

To remove labour for select items only:

1. Click into your item in the quote.

2. Using the drop-down, select any/all labour types you want to remove from the item.

3. Click to save your changes.

Information:

• Removing product labour is “stacked”.For example, you may use the remove labour from all quote items function to remove Assemble labour from all quote items; then you may use the remove labour from individual quote items function to remove the remaining labour types for specific items.
• Removing product labour only applies to labour types assigned to your products. It will not remove any manually-entered labour from the quote.

How to Create a Discount on a Quote

Applying a Discount Percentage to a Quote Item

To apply a discount percentage to a quote item, you can:

Apply Discount to an Item within a Section:

When editing a quote section, you can click into any of the item discount fields and type in a discount percentage:

Apply a Discount within an Item (e.g. to a Line Item, Material, Product, etc.):

You can also click into an item and apply a discount to any of the lines inside it:

Applying a Discount Amount as a Line Item

More often, you may wish to simply deduct a whole amount from a quote. For example, you may want to round a quote for $6065.56 down to $6000.

To add a discount as a line item rather than a percentage, follow these steps:

1. Add a new item to the section. (Note: If you add discounts frequently, see below for creating a preset instead.)
   
2. Name the item (“Discount”), add a description if necessary, and click Create:
3. Click into your new item and Add a line item:
   
4. Name the line item (“Discount”), set the quantity to 1, and leave all other fields blank. Click Create.
5. In the Price field, enter a negative value for the amount you want to discount.

Australian Customers: If you are applying GST to your quotes, you will need to factor this in when calculating the amount you want to discount. To do this, use this formula:

Example: You want to reduce $6065.56 down to $6000, effectively discounting $65.56.

1. Start with the amount, 65.56.
2. Divide this amount by 1.1.In this example, you’ll have 59.6 remaining.
3. Enter the new amount as a negative value (-59.6).Note: In some cases you will end up with a total with several decimal places. You will need to enter FOUR decimal places into Jobman for your total to calculate properly.

Creating a Quote Preset to Add Discount Amounts

If you add discounts as line items frequently, you can create a quote preset to make this process easier:

1. Go to Settings > Quoting > Presets.
2. Click Create:
   
3. Name your preset, e.g. “Discount”, then click Create again.
4. Click Add New > Item:
   
5. Name the item, e.g. “Discount”, then click Create again.
6. Click into the item, then click Add New > Line Item:
7. Name the line item (“Discount” again!) then click Create.
8. Save Changes:

Now when you want to add a discount as a line item to your quote, you can add this preset to your quote section, then click into the “Discount” line item and add a negative value to the Price field, then save changes!

How to Send a Quote

Once you’ve created a quote, it’s time to send it to your customer. To do this, follow these steps:

1. From the User Menu Panel on the left, navigate to Quotes to click into the quote you want to send.
2. At the top of your quote, click Email:
3. Select a quote template. (This will pre-populate with your default.)
4. Select your contact/contact person from the drop-down. (This will pre-populate with the contact already linked to the quote).
5. If required, you can CC or BCC additional contacts.
6. Enter a subject line. (This will pre-populate with a default.)
7. Edit the body of the email if required. It will include a link for clients to view the quote.
8. Add any attachments. Use the quick links to add files already saved to the lead or contact (optional).
9. Click Preview.
10. You can either go back and Continue Editing, or Send.

Note: When you click Send, you will see a pop-up asking you to confirm you wish to send.

Automation: Once you’ve sent the quote, the quote status will automatically update to Quote Sent.

Viewing a Quote (Clients)

Once the quote has been sent, the client can view it by clicking the link provided.

From here they can:

• Accept or Decline the quote
• Comment on the quote
• Print to PDF.

Automation: If the client accepts, declines, or comments on the quote, the person who has sent the quote will receive a notification. This will come through to the Emails section for that contact.

If the client accepts or declines the quote, the quote status will automatically update to Quote Accepted or Quote Declined.