Workflow: Quote for a Customer

Workflow: Quote for a Customer

(These steps need more detailed instructions.)
  1. Office admin creates the quote in Autotask using correct template and terms.
  2. Office admin publishes quote to customer.
  3. Customer approves quote. Sender of quote receives notification of approval.
  4. Sender of quote marks quote as "won" under the quote tools, and goes through the wizard to create the billing items. (Do not invoice customer from this wizard. Only create the billing items.)
  5. Office admin notifies Roberta of quote approval / new charges. Roberta "approves" the billing items in AT and invoices customer via QB. (At some point we should change this so that the office admin does it instead of Roberta.)
  6. Office admin tracks payment status in QuickBooks. Once payment is received, office admin purchases item(s) in quote and submits credit card purchase form (https://geekgirlsit.com/cc-charge/ . (The password for this form is here: https://nygg.itglue.com/3939201/passwords/28303241)
    1. While placing the order with the vendor, specify the Purchase Order number as: Opportunity # - Quote #
  7. This step is a work in progress as of 11/2025. We need to have a link between the quote and the configuration item so we can track the source of each piece of hardware if necessary in the future: Office admin receives notification that config item has been created in AT and attaches vendor sales receipt and PDF of GGIT quote to the config item and fills out the vendor field on the CI. Sets UDF Purchased via GGIT? to yes. 
 

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