Remember that a deal and a quote are not the same thing. Your goal is to close the deal. The quote is just a document you send to your customer to explain the terms and prices at which you offer to close it.
In the course of the same deal, you may have to send multiple quotes about different items. You may also need to revise your quotes to accommodate customer requests.
TeamGram makes it easy to manage different revisions of quotes about different deals.
The Status of a Quote
The status field helps you track the current state of a quote.
- Draft: A quote in draft state is work in progress. You can still make changes on it. It is not considered ready to be sent to a customer yet. When you create a quote, it is created in this state. From this state, it can only be moved to the final state.
- Final: When work on a draft quote is finished, it is moved to the final state. You may send a quote in this state to a customer.
- Revision Requested: A customer who has received your quote may ask for changes. They may request lower prices or other terms. To mark this request, you must move your quote to this state. A revision request is usually a sign of continued interest on behalf of the customer, and is considered normal in most sales cycles.
- Rejected: The customer may also reject your quote, without asking for specific changes. Note that a rejected quote doesn’t necessarily mean a lost deal. Your deal may have multiple quotes, only one of which may have been rejected. Or your quote may be rejected, but the customer may be willing to consider an alternative offer from you.
- Accepted: If the customer has accepted your quote without any changes, move it to this state. Note that an accepted quote does not necessarily mean a deal is won yet, but it is certainly a positive development.
- Abandoned: Sometimes you may decide not to follow-up on a quote. Its importance may have decreased, the customer may be taking too long to make a decision, or the deal may not be looking as lucrative. Move your quote into this state to remove it from your work list.
- Withdrawn: If you have changed your mind and decided not to offer the terms previously offered to a customer in an already sent quote, mark it as withdrawn.
- Waiting: If your customer is taking longer than expected due to unusual circumstances, you may want to move your quote to this state.
When changing the status of a quote, you may also specify the date that change became effective.
To change the status of a quote, select it from the list of quotes and click on the edit icon next to the current state. Then select its new status and the effective date. Enter a short description if necessary.
Quotes Requiring Approval from Another User
Your administrator may require quotes from some departments to require approval from another user. If that is the case, you can’t move a draft quote to final state yourself. Instead, you must send it to an approver who will either approve or reject your request.
To send your draft quote to an approver, open the quote and click on the edit button. Go to the bottom of the page and select the name of the person who is authorized to approve your quotes. Save.
Revising a Quote
If your customer requests a revision in a quote you have already sent them, you don’t need to start from scratch.
Find the quote where a change is requested. Click on the “revise this” button. This will create a new draft with the same content. You can now make changes and save it as a new new quote. TeamGram will link this revised version to the original. You can follow the link at the bottom to view the earlier version and see what has changed between revisions.
Printing a Quote
If you want to send a printed quote to a customer, first open the quote to view it and make sure its status is set to final.
Then click on the printer icon near the top of the page.
Emailing a Quote to a Customer
To email a quote to a customer, first open and view it. Make sure its status is set to final.
Then click on the email icon near the top of the page. This will bring up the email window. If your system administrator has saved a preset mail text for this template, the message contents will be prefilled, but you will be able to change its contents.
Downloading Your Quote as a PDF File
If you prefer, you can also download a PDF file of your final quote and email it to your customer yourself.
To do that, first open the quote by clicking on it from the quotes list. Then click on the PDF button near the top of the page. Your browser may ask you to select a location to save your file or an app to open it with. Your download will be saved in your browser’s downloads folder.
Copying a Quote to Another Deal
If you need to send a similar quote to multiple customers, you can copy the quote created for one deal to other deals.
First, find the quote you want to copy. View it by clicking on it from the list. Make sure this is the quote you want to copy from.
Click on the copy button near the top of the page. This will create a new draft quote. The customer, primary contact and deal fields will be blank. Fill them in and select a recipient address before saving.
You can edit this quote just like the ones you created from scratch. When you are ready, change its status to final and print or email it.