Creating a Quote in Streamtime can be very useful, not only does it allow you to see if you are estimating your work correctly, but it also allows you to take your Quote and turn in into tasks for your staff.
There are two ways to Quote in Streamtime, one is to create the Quote first, then relate it to a job. The other way is the create the job first then relate the job to a Quote. Both methods are covered below.
Creating a Quote first
If you'd like to create a quote first, wait until it's approved then create the job, then this method is for you.
Go to the Quotes tab and click on the New Quote button.
Streamtime will then ask you if you'd like to create a new Quote or a Sequence.
If this is a brand new Quote then you would click new, this would be the case most of the time. If you want to do a variation of the Quote you're currently viewing on screen, then you would select Sequence, this will give you the same Quote number but with a letter following it e.g. 1167A, 1167B etc.
By clicking new, Streamtime will then create a brand new Quote for you.
You can then:
- Give the Quote a name
- Select the Client the Quote is for
- Select the contact the Quote is for
- If your Client gives you a Purchase Order number to do the work, this can also be included in the Client PO field
- You can also amend the status of your Quote as and when you need to
You can then start to create your Quote.
First go to the Category column and select an item from your Cost Matrix using the drop down menu.
Now you can select the Task/Material using the drop down menu.
Note: You must always select a Category and Task/Material when creating line items on a Quote. If you'd like more information making changes to your Cost Matrix then click here.
The Details field is the field the client will see on the Quote. It is usually a direct duplication of the Task/Material column but you can either click in the field and type in new text.
Or in your Cost Matrix you can pre-determine what you want your Details field to include and this will pull through onto the Quote automatically when you select your Task/Material.
You can then include the number of hours you will be charging for that particular item.
Streamtime will then pull through the Cost and Quote rates from your Cost Matrix.
The Cost rate on a Quote comes from the Cost column in your Cost Matrix.
Note: You do not have to have a cost rate on your Quote, but by including costs you can then see your expected profit. This helps if you need to amend your Quote rates at any time. You will always have a clear picture of expected costs vs charge out rate and there will be no danger of you Quoting a rate that's less than your cost rate.
The Quote rate comes from the rate you include on that client's Pricing Tier in the Cost Matrix.
A Pricing Tier is applied to a client in the Contacts tab.
At any time you can amend the Quote rate of an item, by clicking in the Quote rate field and typing in a new rate. The Pricing Tier is just a starting point for you to work from.
Using the Order field
Once you have all the items on your Quote you can use the Order field to change the order of those items by changing the order of the letters. You can also use the Order field to hide line items or create a Quote with subtotals.
Some Quoting Tips
1. If an item needs to appear on your Quote more than once you can click the duplicate icon to duplicate the item
2. You can also use your Cost Matrix to create headings and indents on your Quotes
Creating a Header and Footer
The Header and Footer tab is where you can include or amend the Header (1) and Footer (2) details of the quote. You can also use this tab to include how you'd like to sign off your Quote and change your job Title (3).
Setting up a default Header
You can setup a default Header in Setup > System Setup > Quotes.
Once this has been created it will appear on any new Quotes you create going forward.
The default Footer is determined by the Branch you assign your client in your Contacts tab.
The default Footer is setup in Setup > System Setup > Branches.
Sending your Quote
To send your Quote to your client click the Print/Send button.
You can then preview, print, save as PDF or email a PDF to your client.
Duplicating a Quote in Streamtime can be very handy. Maybe you did a job for a client a few months ago and they've just briefed in the same type of job. Alternatively, maybe you've sent the Quote to the client and they've realised they've forgotten to brief you on an element of the job, or that they are asking you to do a deal on the price, so you need to revise the Quote. This is where Duplicating can save you time.
If you need to amend your existing Quote then when you Duplicate you should select a Sequence. This will give the same Quote number but it will append a letter to it e.g. 1185A, 1185B etc. This can be very handy as you can see how many times you had to revise the Quote for the client.
If you have already related a Job number to the original Quote you will want to select the option to keep the Job number.
If you're using an existing Quote like a template Quote, to create a brand new Quote then you will want to:
- Select the new Quote option
- If you have already related a Job to the Quote you are duplicating select None
For more information on how to Duplicate in Streamtime click here.
Relating a Job to a Quote
Once you have your Quote approved by the client you may wish to create or relate a Job to this Quote. To do so click the + button next to the Related Job number field.
Note: You can create or relate a job at any time, you do not have to wait until the client has approved the Quote, it's totally up to you when you do this.
Relating a Quote to an Existing Job
To relate a Quote to an existing job, click the Existing button.
This will then give you a list of all jobs for that particular client and you can select which job you'd like to relate to the Quote by clicking on the arrow next to the appropriate job number.
Creating a New Job
If you wish to create a brand new job click the New button.
Note: If you have set your Quote and Job numbers to be the same in the Setup area, then you will want to click the New button.
Streamtime will then relate the Job to the Quote. By clicking the arrow next to the Related Job field.
This will then take you to the Jobs tab.
Note: If you selected to create a New job, then all the Quote details e.g. Quote name, client etc, will be copied onto the job. This will save you from having to type it all in again.
Creating a Job first then the Quote
Sometimes it's necessary to create a Job first in Streamtime and then create the Quote. If this is the case, then when you're ready to create the Quote
click on the Quotes and Invoices tab within the Job and then you can either click the New Quote button.
This will copy all of your job details e.g. Job name, client etc. onto a new Quote and then you can set about creating the Quote by following the steps above.
Or you can opt to attach an existing Quote to the job by clicking on the Attach Quote button.
You can click the arrow next to the Quote you wish to relate to the Job.
Once you relate a Quote to a Job it will appear in the Quotes & Invoices tab. If you click the arrow,
it will take you to that Quote.
If you have created a brand new Quote, then you can set about creating the Quote by following the steps outlined above.