Quotations

The Quotations module in Softhash empowers you to create detailed, professional quotes for your customers. From preparing and customizing quotations to managing approvals and tracking statuses, this module simplifies the sales process, helping you move deals forward more effectively.

1. Creating a New Quotation

With Softhash, creating a quotation is quick and easy, allowing you to send accurate pricing details to customers with minimal effort.

1.1 Starting a Quotation

1. Navigate to Sales > Quotations.

2. Click New Quotation to open a blank quotation form.

3. Enter the following details:

   • Customer: Select an existing customer or add a new one directly.
   • Quotation Date: Set today’s date or adjust it as necessary.
   • Expiration Date: Specify a date when the quotation will expire, creating urgency for the customer to respond.

4. Add Line Items:

   • Choose products or services from your catalog or add custom items as needed.
   • Enter quantity, unit price, and apply any discounts.
   • Taxes and fees will auto-calculate based on your predefined settings.

5. Terms and Conditions: Add any relevant terms, such as payment terms, delivery timeframes, or warranty details.

6. Save and Review: Once completed, click Save to draft the quotation. You can preview it before sending to ensure accuracy and professionalism.

Tip: Customize your quotation template in Settings > Quotation Template to include your company’s logo, colors, and contact information for a consistent brand image.

2. Sending Quotations to Customers

Once your quotation is ready, you can send it to customers directly from Softhash.

1. Send via Email:

   • Select the quotation and click Send via Email.
   • Review the email template, customize the message, and click Send.

2. Customer Portal Access:

   • If you’ve enabled the Customer Portal, include the portal link in the email, allowing customers to log in, review, and respond to quotations online.

3. Download & Print:

   • Click Download as PDF if you prefer to print the quotation or send it through other channels.

Note: Softhash tracks whether the customer has viewed the quotation, helping you monitor engagement and follow up strategically.

3. Managing Quotations

Softhash offers a range of tools to help you manage and track the status of each quotation, keeping your sales pipeline organized and up-to-date.

3.1 Quotation Statuses

Each quotation has a status, giving you insight into its progress:

• Draft: Created but not sent to the customer.
• Sent: Delivered to the customer.
• Viewed: The customer has opened the quotation.
• Accepted: The customer has approved the quotation.
• Declined: The customer has rejected the quotation.
• Expired: The quotation’s expiration date has passed without a response.

Tip: Use filters to sort quotations by status, date, or customer to quickly access the information you need.

3.2 Editing Quotations

To make changes to a quotation before it’s accepted:

1. Open the specific quotation and click Edit.
2. Update any fields, including line items, pricing, or terms.
3. Save the updated quotation. Consider resending the revised version to the customer if it's already been sent.

4. Customer Approvals and Digital Signatures

Customers can approve quotations digitally, making the process faster and easier for both parties.

4.1 Customer Approvals via the Customer Portal

Customers can view and approve quotations directly online if your Customer Portal is enabled. They can:

• Approve: Mark the quotation as accepted, confirming agreement with the terms and pricing.
• Request Changes: Provide feedback or request adjustments if necessary.

4.2 Digital Signature Integration

For additional formality and security, enable digital signatures:

1. Go to Settings > Digital Signature to activate signature requests on all quotations.
2. Once enabled, customers will be prompted to sign electronically upon approval.

This feature ensures a binding commitment and reduces the need for follow-up paperwork.

5. Automated Follow-Ups and Reminders

Automate follow-up emails to encourage timely responses, keeping your sales process moving forward.

5.1 Setting Up Automatic Follow-Up Reminders

1. Go to Settings > Automation > Follow-Up Reminders.
2. Define the timing for each reminder, such as:
   • Pre-Expiration Reminder: A gentle nudge a few days before the quotation expires.
   • Overdue Reminder: Sent after the expiration date to re-engage the customer.
3. Customize the email template to include a friendly message and direct link to the quotation.

5.2 Additional Automation Options

• Sales Rep Notifications: Automatically notify sales reps when the customer views, accepts, or declines a quotation.
• Quote-to-Invoice Conversion: When a quote is accepted, Softhash can automatically convert it into an invoice, streamlining billing and reducing manual steps.

Automation saves time, minimizes follow-up efforts, and improves the likelihood of customer responses.

6. Quotation Insights and Reporting

View your quotations' performance clearly with reporting features that track activity and conversion rates.

6.1 Quotation Performance Reports

Conversion Rate: Measure the percentage of quotations that turn into sales, which helps you understand overall effectiveness.

• Average Approval Time: Track customers' average time to approve quotations, allowing you to adjust follow-up strategies.
• Product Performance: Identify which products or services are quoted most frequently and have the highest acceptance rates.

6.2 Generating Reports

1. Go to Reports > Sales Reports > Quotations.
2. Select the type of report you want and apply filters (e.g., date range, customer, sales rep).
3. Click Generate Report to view results and, if needed, export data for further analysis.

These reports help you monitor your sales pipeline, evaluate performance, and refine your sales strategy.

7. Customizing Quotation Templates

Customizing the layout and appearance ensures your quotations reflect your brand and professionalism.

7.1 Setting Up Custom Templates

1. Go to Settings > Quotation Template.
2. Adjust the template to include your company logo, colors, and branding elements.
3. Add custom fields to capture specific information like project codes or reference numbers if necessary.

A visually appealing, professional template enhances customer trust and reinforces your brand identity.