Create/Edit Quotes
Creating quotes for your customers allows you to propose various services, projects, and upgrades so your customers can review the information and make informed decisions. Our quoting integration offers several options for customizing the appearance and layout of your quotes.
When you click Create Quote from the Quotes tab in the Opportunities section of the Customer Profile screen, the Create New Quote window displays, prompting you to enter a Quote Title and select a predefined Quote Template from the list. See the Create/Edit Quote Templates article for more information about customizing quote templates in Rev.io.
Clicking the Create Quote button opens the quote editor, allowing you to modify the existing fields on your quote template and populate it with specific information related to the products or services you're proposing in the quote.
Configuring Quote Variables
A quote variable is a dynamic placeholder in a quote template that is replaced with specific information when the quote is created. Some quote variables are automatically populated with recipient information. For example, the client company name is pulled from the customer account where the quote was created, and the created date defaults to today’s date. Completed variables are indicated by a thin outline, while static text entered directly into the template does not display an outline and does not update automatically.
In the example below, “The IT Crowd” displays with a thin outline, indicating it is a variable that pulls from the customer account where the quote was created, whereas “Ironclad IT Solutions” was entered directly into the template as static text and does not display an outline.
Additional variables that cannot be pulled automatically must be completed manually using the Variables panel on the right side of the screen. You’ll need to enter values for each listed variable based on the specific customer account. Each variable only needs to be filled out once, and it will update everywhere it appears in the document. As you enter values, the quote updates in real time, and all outlined placeholders are populated once the required information is provided.
In the example below, “John” is entered for Client.FirstName and the Client.LastName is started; as you type, the quote updates in real time on the left side of the screen. Any remaining variable fields that need to be completed display highlighted in yellow.
Once all variables are completed, the values in the quote are no longer highlighted in yellow and are instead displayed with the same thin outline used for automatically populated variables.
Adding Products and Services to Quotes
To add the products and services you are quoting, you'll need to use the Quote Builder block. Click the Quote Builder block anywhere it appears in the document to open it. You’ll see a Click to set up quote message and a data merge indicator, confirming that this is where products and services are added to the quote.
In the quote builder, click the + From Catalog option to add products from your Rev.io product catalog.
| IMPORTANT: The + Product option is not currently supported by Rev.io. While products added this way will appear on the quote document, they will not sync to the customer account in Rev.io, which could prevent charges from being generated. To prevent confusion, the + Product option can be removed from the quote template. See the Managing Quote Templates article for instructions. |
Use the Search feature at the top of the screen to find the product(s) you need to add to this quote from your product catalog in Rev.io.
| NOTE: When adding products to quotes, you can only search using Product Name or Product ID. |
Begin typing to narrow the product list. From there, you can check the box of the items you wish to add. Continue to search or scroll and add all the products/services you need for the quote.
| NOTE: If a product you want to add to your quote does not yet exist in your product catalog, you will not be able to add it to the quote right away. There is a delay before that item populates in the quote editor once you've added it to your product catalog. |
As you add the products/services, the list of items added to the quote will display on the right side of the screen. You can change the quantities of each item here if you need to, or you can edit the price and quantity later. When you have all the items you need, click the Add Items button.
You can edit the Price or Quantity from this screen simply by clicking into the field. The Total will update to reflect the change automatically. You can also use the menu icon at the end of each row to delete an item if added in error. When you are finished editing the details, click the Save button at the top to save the quote builder items.
The products added to the quote (or changes to products) must be saved before you can calculate taxes on the quote. Click the Calculate Taxes button at the top to add taxes to the quote based on your configuration and the service address of the customer. Once the taxes display, click the Apply Taxes to Quote button to add them to the quote you are creating.
Sending the Quote to Recipients
Clicking the Send to Recipients button allows you to send the quote to your customer for signing. See the Adding Quote Recipients article for more information on configuring recipients on your quotes.
| NOTE: Once a quote is in a Completed Status (signed by all signers), the system creates a new ticket with all one-time products on the quote and a new contract with all recurring products on the quote. See the View Ticket Details and View Contract Details articles for more information. |