Quotes in AutoTask
Preparing a Quote 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.
- Choose the correct quote template:
Duo Service and Others w/ No HW component | For Duo Service (Cancellation allowed with 15 days notice). This can be used for other services we are quoting with no hardware component, 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 |
- 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).
- Make sure quote is set to Active
- Choose the correct item type. For flat rate labor, choose "charge" as the type and then "labor - flat rate."
- Always fill out the description field detailing what the customer is paying for.
- 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.
- 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.
If you are quoting on an item we have not sold before, including a new model of workstation, please add the product to AT products including model and manufacturer. If possible add the SKU.
Please do not add generic "hardware~workstation" to a quote. Use a specific product. Once you create the product, you will be able to add it to the quote.
You can re-use items from other quotes. Create a new quote and under Tools, use Import Items from an Existing Quote. Once you add the item to your current quote, you can edit the item.
Here's more on how to Procurement Quotes: An Exception
We rarely do procurement as a service and should avoid it whenever possible. We do this for Flag Communications because they are a long-time customer that is based outside the US, making procurement for their US-based employees difficult. They prefer a specific brand (HP) to which we do not have access as a reseller. So instead, they tell us what they'd like to buy and we add a procurement fee to the invoice for our time and effort.
**Note for Procurement Quotes. For conventional quotes., QuickBooks adds the correct sales tax automatically. For procurement, we do not collect sales tax because we are not acting as a reseller. The tax (and shipping) will vary depending on where in the US the item is being shipped so we may not know the total amount until after we purchase the item. Once we know the correct amount, we create a charge for the sales tax we paid the vendor and a charge for any shipping we paid the vendor. Flag understands that they may be billed separately for these costs.
Here is a sample of a procurement quote for Flag: https://ww3.autotask.net/opportunity/quotes/quote.asp?QuoteID=388 . (You'll need to be loggedinto Autiotask to see it.) You can click into the "charges" item or click on the "preview quote" icon to see more detail.
Beyond this caveat, procurement quotes proceed similarly to conventional quotes. Just remember to add the procurement fee.
Sending the Quote to the Customer
- 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". This will generate an email in Outlook.
- Double check to confirm the correct recipient is listed and the verfbiage is appropriate, and then send the email.
- 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.
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