Quotes in AutoTask

If there is a ticket related to this purchase, create the quote from within the ticket so they are connected. To do this, first create an opportunity from within the ticket:      

After saving the opportunity, create a quote attached to it:

To edit the quote, start by choosing the correct form template from the dropdown menu at the top. (See screen shot.) This will fill in the description section with reminders of the items we need to check on (UPS, AV, monitors, etc). 

Form templates are different from quote templates. You will still need to choose a quote template below. 

1. Choose the correct quote template:
   

Datto Alto Service	Quote for free Datto Alto with One Year Service Commitment
Duo Service and Others w/ No HW component	For Duo Service (Cancellation allowed with 15 days notice). This can be used with other services but always read the details in the preview to make sure the information applies to your quote.
New Service + Hardware Requiring On-Prem Visit	Hardware installation and services with no annual commitment . Hardware setup includes on premises disclaimers.
Materials and Hardware Only	Quotes for hardware and materials such as Workstations, firewalls, cables, etc. No labor included in quote.
Onsite Labor - no materials	ONSITE Labor only. No materials, hardware, or software included. Includes customer responsibilities for on-premises work.
Remote Labor - no materials	REMOTE Labor only. No onsite. No materials, hardware or software. E.g., email migration, web site work.
Flat Rate ONSITE Labor and Materials	For onsite work such as wiring, server setups, etc.
WIRING JOBS Flat Rate ONSITE Labor + Materials	Copied from Flat Rate ONSITE but without all the workstation verbiage

1. Always set the terms, shipping and expiration date for the quote. Hardware is always billed 100% in advance. Labor is generally billed 50% in advance (except for habitually late paying customers).
   

1. Make sure quote is set to Active

1. Choose the correct item type. For flat rate labor, choose "charge" as the type and then "labor - flat rate."
   

1. Always fill out the description field detailing what the customer is paying for. 
2. Download a PDF of the quote into customer folder. Quotes can change if the template changes. We want a copy of the quote exactly the way we sent it to the customer.  You can do this by previewing the quote and then clicking the “generate PDF ” button. 
   

If you are quoting on an item we have not sold before, including a new computer, you must add the product to AT products including model and manufacturer. If possible add the SKU.

Do not add generic "hardware~workstation" to a quote. Use a specific product. Once you create the product, add it to the quote. 

When quoting hardware, if we will be doing the setup, ask Roberta about a flat-rate quote for labor, especially for RMM customers. 

You can re-use items from other quotes. Create a new quote and under Tools, use Import Items from an Existing Quote. You can then edit the item. 

Always preview the quote before sending.  Check the footer to make sure you're using the appropriate template and that the info is relevant to the specific quote. Make sure no tax shows and the line that says "tax will be added to the final invoice" is visible with a tax amount of 0. 

Here's more information on how to Mark Up Quotes

Procurement Quotes

**Note for Procurement Quotes: The tax should be included in the price. We don't itemize tax separately because we do not collect sales tax on behalf of the state unless we are the reseller. With Procurement Quotes, we are not the reseller. We are being reimbursed for the full purchase amount.  

Sending the Quote to the Customer

1. When the quote is ready to be sent out to the customer, click "Publish Quote" at the top of the screen and Select "Publish Manually and Request Approval".
   

1. Double check to see if the correct recipient is listed and send out the email.
2. Download a PDF of the quote into customer folder. Quotes can change if the template changes. We want a copy of the quote exactly the way we sent it to the customer. 
   

Verbiage about Carbon Systems

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