Do you keep track of all of your quotes? (part 2)
This article is a follow on and an update from our earlier article entitled “Do you keep track of all of your quotes?”
Now here in this article we give some helpful and practical tips to make preparing quotes easier and certainly much faster.
In the earlier article we talked about recording quotes as an opportunity. In this article we detail another option. That is to use your application to prepare the quotes. You already have the potential customers’ contact details stored in the application and you just need to add all of the items that you sell, into the application as well and you are ready to go.
We will address two types of quotes, firstly in this article we will talk about producing a simple quote.
Firstly, a simple quote should only take a few moments to prepare.
When looking at the customer details, you should be able to just click a button to start preparing a quote. You can search and add items (and this should be a simple matter of just starting to type the name of the item, when it appears in the list click to add it and then insert the quantity required).
If the quote is for a one off type of job, you should be able to simply add a description and price for that job.
And again, because you already have the name of the customer and their email address in your application, in a matter of seconds the quote can be delivered to the customer by email.
There is always an option available to print and post a quote, but email is much simpler, faster and less expensive (save on printing and postage costs and most importantly on time).
Acceptance of the quote
If you send your quote by email, your customer can download the quote and print if required. Another advantage is that just by clicking they can accept the quote. At the same time your customer also accepts your trading terms and conditions…. and having a record of this acceptance can have great advantages after you have completed the job or delivered the product, especially in the case where a dispute might arise otherwise.
Another advantage is that you are automatically notified immediately as soon as the customer has accepted the quote.
New sales can potentially all happen in a matter of minutes from the time you start to prepare a quote, send it and then receive notification that your customer has already accepted and confirmed the job.
Converting the quote to a job
Now, another advantage of preparing quotes within your application, is that as soon as you receive notification that the quote has been accepted it should only take a click or two to convert the quote to a job and schedule the job or process the sale.
Ordering stock items
Because you have all of the information about the stock items required on the job, you can prepare purchase orders for suppliers and even track and receive the items into your warehouse or project site or even your vehicle. In the case of complex or project quotes the preparation of these purchase orders is all automated making it even easier.
An advantage of using purchase orders is that it is very easy to track your expenditure and especially as it is all allocated against each job or each sale you can feel safe knowing all expenditure on each job is accounted for (and you know your profitability).
All quotes are recorded
All quotes are automatically stored within your application and remain there until the quote is accepted (or you have lost the job). This means that you will always be prompted to follow up on every quote.
Get more quotes accepted
You will get more quotes accepted;
- Because quotes are easier to prepare you will get them prepared faster. This means you will get more jobs / more orders.
- Secondly, because the quotes can be delivered quickly by email, you will be seen as being responsive by your customer, you will receive more orders.
- Thirdly, because every quote is added to your list, you are prompted to follow up on every quote and you will get more orders, get more sales and make more profit.