Summary
ServiceBox can send a link to a customer via the quote email, allowing them to remotely approve the quote. This article explains the workflow and provides guidance on configuring it for your business.
Set Up Quote Approvals
Quote Approvals is turned on by default, but must be configured to use it for your company. To set this up for your company, navigate to your Settings > Quote > Quote Approval Settings.
You will need to enter the following values:
Configure Portal View
- Approved Quote Status - the quote status that will be set once the customer approves the quote.
- Quote Label - the wording that will display in the quote approval screen. You may choose to use a different wording than "Quote" and select a phrase that suits your company.
- Approval Expires After the Following Period of Time (hours) - this will set the quote approval to expire after a preset number of hours after it is sent to a customer. Setting the value to '0' prevents the quote approval from expiring.
- External Reference Label - a work reference number typically given by a client. For example, you may put something like 'Purchase Order Number', 'Customer Reference Number', etc.
- Custom Css - this allows you to change aspects such as the layout, colors, and fonts by overriding the default template. Copying the Css from your website and pasting it there allows you to match the style from your website.
- The following text will appear at the bottom of the Quote Approval Page of an Approvable Quote - if you'd like to add text to appear at the bottom of the quote approval page your customer receives, add it to this text box.
- Text When Quote Cannot Be Viewed In The Portal - based on the quote status settings, customers might not see the quote in the portal. We recommend adding contact information here so your customers can reach out if they're unable to view the quote.
- Text When Quote Cannot Be Approved In The Portal - based on the quote status settings, customers might not be able to approve the quote in the portal. If the quote cannot be approved, we recommend including contact information here so that customers can reach you.
- Quote Approval Modal Header Text - when a customer approves a quote, a pop-up window appears for them to sign their name. This is where you can enter a descriptive heading that appears above that signature box.
- Text to display when the Quote has been approved - enter text in this field to display to your customers after a quote has been approved.
- From - enter text for what you'd like your sender name to appear as (your company name, etc.)
- From Address - the email address you'd like to show as the sender email
- Cc - list other recipients that will receive a copy of the email
- Bcc - list hidden recipients that will receive a copy of the email
- Subject - the subject line that will appear in the email
- Body - enter text for the body of the email your customers receive after a quote approval
- Attach Quote to Email - select to attach a copy of the quote to the email you send to your customers
- Include Breakdown in Pdf - select to include a quote breakdown in the pdf if the quote is attached to the customer email
- Include Breakdown Before Total in Pdf - select to have the quote breakdown appear before the total in the pdf if the quote is attached to the customer email
- Show Signatures in Pdf - select to show the quote approval signature if the quote is attached to the customer email
- Show Quote Info in Pdf - select to show the quote info if the quote is attached to the customer email
To Do
- Create a To Do Notification - select to create a To Do after the quote has been approved
- Text to be added to the generated To Do - enter the text that appears on the To Do
- User Assigned to Notification - select the user assigned to the created To Do
- Category - select the category for the created To Do
- Minutes for Due Date - enter the number of minutes before the created To Do is due
Once you have set up your Quote Approval settings, you will be ready to send a link to your customer to obtain a quote approval.
Email the Quote to the Customer
Once you have created a quote, open up the Email Tab. There are two options you can include for the email content.
The two options are:
- Approval Link Button
- Approval Link
You can use these options by adding these options directly inside the email tab or by adding quote approval to the email templates.
Once the email is sent, it will arrive in the customer's inbox with a link to approve the quote.
Once the customer clicks on the "Review and Approve Quote" button, they will be taken to a portal link where they can approve the quote:
Once the Customer clicks on the "Approve Quote Now" button, they will be directed to a page where they can enter their signature and a note.
Once the customer enters their signature and clicks Approve, they will see a message confirming the quote has been approved and will receive an email with the details of the Quote. In ServiceBox, it will update the Quote with a new status, add the signature, add a note, and create a To Do to let you know a customer has approved the quote.
This is the email the customer will receive once the Quote is Approved:
This is the updated quote inside ServiceBox.
Note:
- Status has been changed (also, the quote is now unable to recalculate due to status settings)
- Signature has been added
- Approval note has been added
- To do has been added
Quote Calculator - no recalculations
New note added:
Click 'To Do", 'add', and assign to a specific user
If you have any questions, please get in touch with our support team through the Help button or by emailing support@jobboxsoft.com.