Introduction
ServiceBox offers robust functionality for managing quotes, including the ability to capture customer signatures. This article aims to clarify the distinction between quote signatures without quote approvals and quote signatures within the quote approval process. Understanding these differences will help you choose the best method for your business needs.
Quote Signatures Without Quote Approvals
Overview
In this method, signatures are manually added to quotes after they have been accepted by the customer. This process is straightforward and does not involve the automated approval workflow.
Steps
- Create a Quote: Navigate to New > Quote in the main ServiceBox screen or create a quote from within a customer, job site, or work order.
- Add Quote Details: Fill in the necessary details, including customer information, job site, and quote description.
- Verify and Accept: Once the quote is verified and accepted by the customer, click the "Sign" button on the quote.
- Capture Signature: The signature option will appear, allowing the customer or technician to add their signature directly to the quote.
Use Cases
- Simple Approvals: Ideal for straightforward jobs where a quick, manual signature is sufficient.
- In-Person Signatures: Useful when the customer is physically present and can sign the quote immediately.
Quote Signatures Within Quote Approvals
Overview
This method involves an automated workflow where customers receive an email with a link to approve the quote and add their signature through a portal. This process is more streamlined and suitable for remote approvals.
Steps
- Setup Quote Approvals: Navigate to Username -> Settings -> Quote -> Quote Approval Settings and configure the necessary settings, including portal view, approved quote status, and custom messages.
- Create a Quote: Follow the standard procedure to create a new quote in the system.
- Email the Quote: Open the Email Tab and include the Approval Link Button or Approval Link in the email content. Send the email to the customer.
- Customer Approval: The customer receives the email and clicks on the "Review and Approve Quote" button, which takes them to a portal link where they can approve the quote and add their signature.
- Post-Approval Process: Once the customer approves the quote and adds their signature, the system updates the quote status, adds the signature, and creates a To Do notification.
Use Cases
- Remote Approvals: Ideal for situations where the customer is not physically present and needs to approve the quote remotely.
- Streamlined Workflow: Suitable for businesses that require a more automated and efficient approval process.
Comparison Table
| Feature/Step | Without Quote Approvals | Within Quote Approvals |
|---|---|---|
| Setup | No special setup required | Requires configuration in settings |
| Signature Capture | Manual, after customer acceptance | Automated, through email and portal |
| Customer Interaction | In-person or manual email follow-up | Automated email with approval link |
| Workflow | Simple and direct | Streamlined and automated |
Conclusion
Both methods of capturing quote signatures in ServiceBox offer unique advantages depending on your business needs.
Choosing the Right Method
- Use Quote Signatures Without Quote Approvals if you prefer a simple, manual process and often interact with customers in person.
- Use Quote Signatures Within Quote Approvals if you need a more automated, efficient workflow for remote customer interactions.
By understanding the differences and use cases for each method, you can better manage your quotes and ensure a smooth and reliable customer experience.