Summary
Quotes allow you to provide details of work with a price to your customers for jobs. Quotes can then easily be turned into a work order once the job has been given the go ahead. This document will show you how to create a quote, explain the different sections of the quote, where to view quotes and how to turn a quote into a Work Order.
Log into the ServiceBox App
If you need to download and connect the app on your phone follow the instructions here.
Once you are logged into the ServiceBox app, navigate to the web view of the application. Lets assume you are going to your home button.
Creating Quotes
Creating a New Blank Quote
In the top right corner there is a + button. This button is the button you will use to create new items inside ServiceBox if that is Customers, Job Sites, Work Orders, Quotes or Recurring Work Orders.
Click on the Create Quote Link and it will come to a screen that looks like this:
Creating a Quote from a Customer
You can also create a Quote from inside a customer locate a customer and open the customer. Click on the Quote tab and click on the Add Quote button.
When you do this it will populate the quote with the customer. If the customer has only one job site the job site will be populated if not you will need to choose the job site (or add a new one)
Creating a Quote from a Job Site
You can also create a Quote from inside a Job Site. Locate and open a job site. Click on the Quote tab and click on the Add Quote button.
When you do this it will populate the quote with the customer and the job site.
Creating a Quote from a Work Order
You can create a new quote from an existing work order by opening up an existing work order and then click on the Create Quote button in the top right corner (under the create Date).
When you create the quote this way you can see that the work order is linked in the top right corner:
When you create a quote from a work order the customer, job site and description (if it was populated in the work order), will be copied to the new quote.
Quote Details
Once you have selected Add Quote you will be taken to the Quote Details Page. If you selected from within a customer or job site the Quote will be pre populated with information for the customer and job site selected. If you have created this from the work order most of the details will be pre populated from the values from the work order. If you have started from the main menu you will need to select the customer, you can add a new customer or pick from an existing customer, when filling in the information.
You can add a new customer by clicking on the add button next to the Bill To:
When you click add you will see the following option to add the customer details in:
Once you have selected the customer, you can choose a job site from the list or click add to create a new job site the same way you created a new customer.
Note: When you are typing in the information in the address box the correct address will appear below while you are typing as it is connected to Google Maps. When the correct address is in the box below, you may choose to stop typing and select the address. When you do, all information attached to that address is entered - state/province, country, and zip/postal code.
The quote description should be added in. This is where you will add in the details of the job and the scope of work. This will print on the quote that will go to the customer as well as be carried through to the Work Order and Invoice if selected within Settings.
Click Ok to save the Quote.
This will then create the quote and it will open to the Quote options on the screen.
Quote Pricing (Calculator)
Once the quote has been created you can enter pricing for the quote using the calculator. Depending on how your company has set up the items list, you may have items available to select from or you will create a list as you enter items.
The available options for pricing will include Labour and Materials as well as additional items that are customized to your business.
To add a new item for pricing click on the add button.
A pop up will appear so you can choose the item and pricing options, complete all fields and hit save.
This is what it looks like when a new item is added in:
If you need to edit a line item, select the pencil and you can edit it. The delete icon is beside the pencil and if needed you can delete the line as well.
At the bottom of that pricing page is the details of the pricing including taxes. There is also an option to add in discounts to the quote and you can configure that inside of Settings.
Internal Notes
Notes are where users can share information for jobs knowing that they will not show on any customer reports.
To enter Notes, you can chose to add notes directly to the quote by entering the note and confirming the "Add To" is set to Quote. If you want to add a note for other sections, you can add in notes for Customers and Job Sites as well by choosing the corresponding item from the "Add To" dropdown.
To view existing notes, you can click on the "blue links" under the Notes heading. The links there depend on the user access your user has. If you choose Customers, you could be able to view all customers notes for the customer from this section (assuming your user has access to view Customer notes). But from the notes section you should be able to view all related notes to the Quote.
To Do’s
To-do’s allow you to remember when things need to be looked after. The categories for to do’s can be set up within Settings so for each company they are customized.
To create a to do, select Add To Do and the information will open up. Enter the details, assign it to the person responsible and select a date for when you want the reminder to be seen.
Once the to do is created it will add the item into the list. Also you can see that right away a notification comes in if the settings are set for a notification.
Attachments
Photos, documents, Drop Box files or direct links can be added to a quote. Browse for the file, enter a name for the file and select ok. The File will then show on the list below and can be added when printing or e-mailing the quote but it will remain with the quote.
Open the quote and click on the Attach tab:
To add a new attachment click the Add button. Once you click the Add button you will get the following options.
You can upload a file from your device by clicking on the Choose File button. This will allow you to grab files from your mobile device or to take a direct picture to upload. Then add a description.
There are additional options for the upload but may depend on your user access.
You can choose to resize your images to a smaller (but manageable size) by checking the checkbox in the options.
Once you add the attachment you will see the item in the list. To preview and image click on the small thumbnail.
E-mail Quote
Once the information has been entered you can e-mail the quote to the customer right from ServiceBox.
The e-mail is pulled from the customer details and the text can be added. You can select the options for the file that will be sent by selecting Quote Print Options, the defaults are set in Settings and if you want to add additional files you can select to include them as well.
Once the e-mail is complete, select Save and E-mail at the bottom and the e-mail will be send.
If you want to have a record of all e-mails that are sent from the system, you can select within settings to set up a BCC e-mail as well that receives a copy of them. Also all emails that are sent will be added as notes into the internal notes section.
When you select the print option, you can select from any tab within Quotes, the following box will appear.
The default options are set in Settings but you can decide to change how you would like to print it. You can select Files or Attachments to view and when Print is selected, the PDF will open in a new tab.
Managing Existing Quotes
To view Quotes that have been entered, you can view them under the Customer or Job Site in the tabs where you can also create them.
They can also be viewed within the Quote section from the left hand menu.
You can select to view quotes that have a specific status or by date. To change the current view, select the status or Quote Date in the top section.
Changing the Status of a Quote
You can change the status of a Quote from in this section by selecting the Status and selecting the drop down box option that you want to select. Once completed select the checkbox to update your selection.
It is also possible to change the status of the Quote by clicking on the Quote and viewing the details. Here you change the status and select Save at the bottom to update your selection.
Changing Quotes into Work Orders
Once the Quote has been accepted, you can easily transfer all of the information to a Work Order. Simply go into the Quote Details and click on the link Create Work Order, this will take the details of the Quote and populate a Work Order.
For information on Work Orders, see document on Work Orders.