Skip to main content
teamspace
Book a call

Quotes in teamspace

With teamspace you can digitalise the whole path from creating a quote to its later billing. The following guide shows how to build, send and track a quote.

Book a call
Quote workflow in teamspace

As an example we use Ms. Ignis Lumen, who has asked for a quote covering:

  • 16 hours of consulting
  • A one-day training
  • 10 monthly software licences

1. Creating a quote

You can create a quote in several ways. Open Finance in the main menu, click the ”+” symbol to create a new document, and in the dialog set the type to Quote.

The quote creation dialog opens. In the template field choose New quote. Enter the name of the quote and the contact you address it to.

You can also create a quote from the CRM. In the Overview of a contact or organisation, on the right under Recently edited items, you find the Documents section. Click the ”+” there to create a new document.

Create a new quote in teamspace

The dialog is identical in both cases. Coming from the CRM, the contact field is pre-filled. When all information is entered, click Next.

2. Adding line items

The quote opens on the Items tab. The list of items is empty and needs to be filled with the products and services you want to offer. Use the ”+” symbol to open the dialog for a new item — it gives access to the article master in teamspace.

Select item

Select the article you want to add. In our example we pick “1010 Consulting (time and material) (hours)”. The next dialog configures the item. Defaults like the unit price are pre-filled — adjust to what the prospect requested. In quantity we enter the requested hours.

Create item

When the item is fully configured, click Save and close.

Repeat the steps until every service and product the prospect requested is on the quote.

Quote item overview

Once the quote is finalised, click Create quote to validate it. The quote receives an official number and is protected from further changes. The Enable edit mode button lifts that protection.

With sections you can structure the items further. Assigning items to sections lets you group and separate different services or products.

3. Creating a quote from a template

Quotes often share a similar structure. Instead of building each one from scratch, you can use quote templates. They pre-configure related articles for quick reuse. In the creation dialog, pick a configured template in the Template field.

The Onboarding quote template already contains all items requested in our example. With it, only the case-specific values (e.g. quantity) need adjustment. When finalised, click Create quote to validate.

Create new quote from template

4. Sending the quote

In the detail manager menu you find the Preview tab. It shows how the quote looks as a PDF. The information you entered on the Items tab appears in the document. You now have several options for sending it. If a mail account is configured in teamspace, Send by mail opens a ticket dialog with the file attached and the recipient pre-filled from the CRM contact.

The Preview tab also lets you download the PDF to send through other channels, or print for postal dispatch.

5. Overview of all quotes

To get an overview of the quotes you and your colleagues have created, select Finance in the main menu. There you find the Quote tracking tile, with a list of current quotes and their order status. Together these steps complete the quote workflow.

More getting-started guides

Reviewed in a requirements check

You have questions about the rollout? In a 15- to 30-minute meeting we discuss your specific requirements, free of charge and without obligation.