Adding Quotes

You can build fully customized quotes for new leads and existing clients with service agreements that can be signed online through Ubersmith. Once quotes are internally approved and signed, the included services are automatically moved and processed through Ubersmith's Order Manager.

Accessing the Add Quote Page

Quotes are created from the Quotes page, accessed from either the Client Profile page, the View Lead page, or the View Opportunity page.

From the Client Profile Page

1. From the Ubersmith Dashboard, click Clients.
   
   The Client Manager Dashboard appears.
2. From the Client Manger Dashboard, click View All Clients.
   
   The Active Clients page appears.
3. From the Active Clients page, click the ID of the client for whom you want to add a quote.
   
   The Client Profile page appears.
4. From the Client Profile page, select Sales and click List Quotes.
   
   The Quotes page appears.
5. From the Quotes page, click Add a Quote.
   
   The Add Quote page appears.

From the View Lead Page

1. From the Ubersmith Dashboard, click Sales.
   
   The Sales Dashboard appears.
2. From the Sales Dashboard, click View Leads.
   
   The Leads page appears.
3. From the Leads page, click the ID of the person you want to create a quote for.
   
   The View Lead page appears.
4. From the View Lead page, select Sales and click List Quotes.
   
   The Quotes page appears.
5. From the Quotes page, click Add a Quote.
   
   The Add Quote page appears.

From the View Opportunity Page

1. From the Ubersmith Dashboard, click Sales.
   
   The Sales Dashboard appears.
2. From the Sales Dashboard, click the ID of the opportunity you want to create a quote for.
   
   The View Opportunity page appears.
3. From the View Opportunity page, select Sales and click List Quotes.
   
   The Quotes page appears.
4. From the Quotes page, click Add a Quote.
   
   The Add Quote page appears.

Completing the Add Quote page

1. In the Name field, enter the name of the quote.
2. In the Assigned To field, select the user who is responsible for the quote.

3. In the Status field, select the initial status of the quote. 

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   • Select Draft if the quote is in process and not yet ready for internal approval.
   • Select Waiting Approval if the quote is ready for internal approval.
   • Select Open if the quote has been internally approved and ready to be signed by the client.
   • Select Persistent if the quote can be signed multiple times by the client any time additional services are desired. When signing a persistent quote, the quote is duplicated, then signed again for the new service, so there is a separate record.
   • Select Cancelled if the quote is no longer valid.
4. In the Order Queue field, select the appropriate order queue the quote will be processed by, once the quote has been internally approved and signed by the client.
5. In the Term field, enter the contract’s length of time and then select either Months or Years.
6. In the Expires on field, enter the date the quote expires, and is no longer valid..
7. In the Notes field, enter any sort of additional information about the quote.
8. Click Save & Add Service.
   

Completing the Add Services Page

After you have started a quote for a lead or client, you need to add one or more services, that your clients will be using and eventually billed for. If you did not click Save & Add Service in the previous step above, See Adding Services for instructions.

Complete the Service Info Tab

1. In the Description field, enter a description for the service that will appear on the quote.
2. In the Service Plan field, select the related service plan.
3. In the Opportunity field, select the related opportunity.
4. In the Quantity field, enter the number of this type of service being quoted.
5. In the Billing Period field, select the renewal period for the service.
6. In the Discount field, enter the amount of the discount as a percent or monetary sum, then select either % or $ to signify the type of discount.
7. In the Billing Calculated field, select either By Month or By Period. The monthly setting will bill on a month-to-month basis, the periodic setting bills at the interval specified in the Price field in the Item section.
8. In the Setup Discount field, enter the amount of the setup discount as a percent or monetary sum, then select either % or $ to signify the type of discount.
9. Select the Setup Fee Quantity Sensitive field if you want to multiply the setup fee by the number of services added.
10. In the Contract Term field, select an available contract term.
11. In the Assigned Facility field, select the appropriate location.
12. In the Rate Plan field, select an available rate plan.
13. In the Item field, two separate pieces of information are needed: Price/Billing Period – enter the cost of the service per period selected in the Billing Period field, Setup Fee -  enter the fee for setting up this service.
    

Complete the Taxes Tab

1. Click the Taxes tab.

2. In the Tax Engine field, select Internal Tax Engine if you are manually adding tax rates through the Ubersmith Clients Settings page, or select SureTax if you are using SureTax as a third-party tax engine to automatically calculate your taxes. If you selected SureTax, complete the additional fields that become enabled.

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   The Situs Rule and Transaction Type Code fields are defined by SureTax.  They are set to the default values on the service plan and can be changed as needed on the actual service. 

   The situs rule, transaction code and zip code are sent to SureTax before an invoice is generated. SureTax then returns the individual tax rates and amounts that need to be billed, which is then included in the invoice.

   These fields tell SureTax what service is actually being billed.  Ubersmith uses the recorded zip code to determine the location to tax for.  If there is no zip code set on the service, it looks to see if a device or location is set on the service, if no zip code is found after that, the client’s zip code specified in their primary contact details is used.

   1. In the Situs Rule (US/Canada) field, either select the appropriate rule from the list or click edit to manually enter a code.
   2. In the Situs Rule (Non US/Canada) field, either select the appropriate rule from the list or click edit to manually enter a code.
   3. In the Transaction Type Code field, either select the appropriate rule from the list or click edit to manually enter a code.
   4. In the Zip Code field, enter the client’s zip code.
   5. In the Tax Point to Point Zip Code field, enter a point to point zip code if you wish to use one specific to the service.
   6. In the Setup Fee Situs Rule (US/Canada) field, either select the appropriate rule from the list or click edit to manually enter a code.
   7. In the Setup Fee Situs Rule (Non US/Canada) field, either select the appropriate rule from the list or click edit to manually enter a code.
   8. In the Setup Fee Transaction Type Code field, either select the appropriate rule from the list or click edit to manually enter a code.
   9. In the Setup Fee Zip Code field, enter your client’s zip code.
   10. In the Setup Fee Tax Point to Point Zip Code field, enter a setup fee point to point zip code if you wish to use one specific to the service.

   

Complete the Notes Tab

Notes are visible on your quote.

1. Click the Notes tab.
2. In the Notes field, enter any information that you want to appear as a note in the quote.
   

Complete the Custom Fields Tab

The fields and options in this tab vary depending on the custom fields you have configured. See Custom Service Fields for more information.

1. Click the Custom Fields tab.
2. For each appropriate custom field, enter or select the corresponding input.
3. Click Save or Save & New.