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Ubersmith has a built-in quote workflow. Once you create a quote, you will need to request a quote approval, approve the quote, and email the quote to the client for their signature in order to complete the full cycle and reach a signed service agreement. You can also cancel a quote. These actions require the appropriate level of Sales Manager permissions, to perform. See Managing Users for more information.


Requesting a Quote Approval

After you have completed a quote for a client, you will submit it for an internal approval. This action places the quote in the Quote Approval Queue, so it can be accessed by users authorized to approve quotes, see Approving a Quote below.

  1. Access the View Quote page.
  2. In the Actions section, click Request Approval.

    A confirmation message appears.
  3. Click Yes.

Approving a Quote

The Quote Approval Queue lists all the quotes you need to approve in one place, which then you can access each quote to review and approve. This enables the Email to Client link in the View Quote page.

  1. From the Ubersmith Dashboard, click Sales.

    The Sales Dashboard appears.
  2. In the I Want To section, click View Quote Approval Queue.

    The Quote Approval Queue page appears.
  3. Click the quote you want to review and approve. You can filter quotes by either all users or an individual user.

    The View Quote page appears.
  4. Review the quote, and if you are ready to approve it, meaning it is ready for the client to receive it, click Approve Quote.

    A confirmation message appears.
  5. Click Yes.

Emailing a Quote to a Client

Once an open quote is internally approved, it is ready to be emailed to the client for their approval and agreement by electronic signature.

The email is pre-populated based on the Quote Generated Email template. By default it contains standard text and includes a unique URL link to the quote, including the service agreement and any other attachments. You can also access the quote from the Quote Details section by clicking the link in the Status field.

This web address can be accessed from outside of Ubersmith, so leads do not need an account to sign. If you need to handle the client approval by paper form, it can also be downloaded as a .pdf file suitable for printing. See Adding a Signed Contract (below).

  1. Access the View Quote page.
  2. In the Actions section, click Email to Client.

    The Email Quote page appears with a link to the electronic quote and signature page.
  3. Ensure the outgoing message to the client is appropriate.
  4. Select Attach PDF if one is necessary. This attaches any PDF files attached in the quote.
  5. Click Send Now.

Once the client receives the email, accesses the online quote and is ready to sign, they need to perform the following:

  1. Complete the Contact Information section, as necessary.
  2. Select a preferred payment method. New Credit Card and New ACH Account will display additional fields to complete.
  3. Enter their full name in the Signature field and click Sign Contract to digitally sign the contract.

Once the client completes the requirements to digitally sign the quote, a copy of the completed and signed contract is emailed to them and the quote is sent to the designated Order Manager queue to be processed as a new order. An email is also sent to the quote owner, notifying them that the quoting process has been completed by the client.

Adding a Signed Contract

If you need to handle the quote approval process with the client as hard copies, you can attach a copy of the signed contract, once you have scanned it to your computer.

  1. Access the View Quote page.
  2. In the Actions section, click Add Signed Contract.

    The Add Signed Contract page appears with the Contract Information tab active.
  3. In the Signer field, enter the name of the client who signed the hard copy contract.
  4. In the Contract field, click Choose File, navigate to the location of the scanned file and click Open.
  5. Ensure the Contact Information and Payment Information tabs have been appropriately completed. See Adding Quotes for more information.
  6. Click Save.

Changing a Quote Status

If needed, you can change the status of a quote, for example from Approved to Draft.

  1. Access the View Quote page.
  2. In the Quote Details section, click Edit.

    The Edit Quote page appears.
  3. In the Status field, select the appropriate status.
  4. Click Save.

Cancelling a Quote

You can cancel a quote before it is approved by a client.

  1. Access the View Quote page.
  2. In the Actions section, click Cancel Quote.

    A confirmation message appears.
  3. Click Yes.
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