Email a Quote
Email A Quote (or Order)
Once all the items have been added to the quote, we need to send it to our potential client.
The various forms we use are under the Print section on the right-hand side of the screen. To generate a quote, we use the JML Quote entries.
- 1-DETAIL Quote w/ Discount - List all Items, Accessories & Components with a discount column
- 2-DETAIL Quote - List all Items, accessories & Components without a discount column
- 3 - SUMMARY (No $0 AKS) - Only lists the main items & accessories with a cost.
The one to use depends on the client and situation and if there is a discount or not.
When you select the quote link, you get a quote page with 3 different buttons:
To send the quote to the prospective client, select Create a discussion.
This will open up the add a discussion dialog.
We have some pre-defined templates we use as a starting point. These are available from the template pull-down box.
You should start with either 1 – Quote Email – Business or 2 – Quote Email – Student.
The template is substantially similar in content and describes the process in broad terms.
The template contains one link to an online form which gives us information on who is renting the equipment:
- Project/Client Information (using JotForm) - Commercial Version Link - Student Version Link
The Project/Client information form is slightly different if it is a commercial project vs. a student project Once the form is filled-in, we get an email with the details.
NOTE: Sometimes Student productions don't send us the forms until the day before, and we still need to get approval & collect payment via another email, we have a combined template "Student - Email AND Approval - ORDER" which combines the Info Sheet, Rental Approval AND Payment Link together to shorten the cycle. Up to you which one you prefer using. Note that the combined form will not work on a Quote. You need to have an Order.
You can edit the text and make it appropriate to the situation.
Once the body of the email is ready, the Organization should already be populated in the Participants field.
Once you are satisfied, select Create Discussion to send the email.
All emails back and forth are tracked in the main opportunity screen, under the discussion section. Note that you have to refresh the browser page for a new Discussion to show up.
In addition, under the email, you can see when one of the recipients has read the email with a link to details.
If the prospect won't continue with a rental, you need to follow the Closing Opportunity process.
If the client goes ahead, we will send them another email that contains a link to the online agreement they must approve AND a payment link they MUST use to pay for the rental. We do NOT accept rental payments via square.
See Order Processing for the next steps when client goes ahead with order.
Updated: 11-01-2021