Create and send quotes

A quote is a price proposal to a customer. You send it from Transportial, the customer accepts or declines it online, and you turn an accepted quote into an invoice or a transport order. Quotes you receive from carriers are kept under Incoming quotes.

Open the quotes

1. Switch the dashboard to the Financial view (see Work in the Financial view).
2. Choose the administration in the drop-down.
3. Click the Quotes tab, or Incoming quotes for quotes you received.
4. Search by name, or click a quote to open it.

The list shows Name, Sender, Customer, Total, Expiration date, Status, Made on and Modified on. Filter on Select status, creation date, Expiration date, customer and team.

Create a quote

1. Click + Create quote. The New quote form opens.
2. Choose Exclusive of VAT or Including VAT at the top, depending on how you enter prices.
3. Enter a Name and choose the customer in Target business.
4. Optional: choose the Team and the Contact Persons at the customer.
5. Enter a Description and choose the expiration date.
6. Check the Currency and add Documents if you want to attach files.
7. Fill in the first line: description, Quantity and Price. The Subtotal and Total are calculated.
8. Choose the tax rate in Select tax rate and the category in Select price category.
9. Click the round + button to add a line, or − to remove one.
10. Click Save. The quote is saved with the status Draft.

Line options

• period: click not selected next to it to set the dates the line covers.
• optional: tick it for an extra the customer may choose, such as tail-lift delivery. The customer can tick or untick optional lines when accepting, and the total updates.

Send the quote

1. Click the quote in the list to open it.
2. Check From and Bill to.
3. Check the lines, Subtotal, VAT, Total and your quotation conditions.
4. Click Send at the bottom.

The quote becomes Open. If the administration has a quote message automation, the customer receives an e-mail with the PDF. See Set up administrations.

Other ways to share the quote:

• Click the link icon (Share) to copy the public link. The customer can open it and accept or decline without logging in.
• Click the PDF icon (Download PDF), choose the language in Select a language and click Download PDF.
• Customers with a portal account see the quote under Quotes in the portal. See Use the customer portal.

Statuses

Status	Meaning
Draft	Not sent yet. Only drafts can be deleted.
Open	Sent and waiting for an answer. Accept and Decline buttons are shown.
Accepted / Declined	The customer (or you, on their behalf) answered. On accepting, chosen optional lines become regular lines and the others are removed.
Invoiced	An invoice was created from the quote.
Canceled	Withdrawn.

To change the status by hand, use the Select status drop-down on a quote that has been sent.

Follow up a quote

The Extra drop-down at the top of the quote shows what you can do next:

• Draft: Delete.
• Open: Send Again or Create Invoice.
• Accepted: Create Invoice, or Create transport order if the quote has no transport order yet.
• Declined or Canceled: Send Again.

Click the edit icon to change the quote. The Activity timeline at the bottom shows when it was created, sent, accepted or declined.

Bulk actions

Tick quotes in the list and choose Send selected (drafts), Delete selected (drafts), Cancel selected (open, accepted or declined) or Create invoices (open or accepted). Quotes in another status are skipped.