Koldheim · Aquamarine
Quotes and Orders
SalesWhat you quoted, what you agreed, what it cost.
Know which revision they accepted, and what the order is worth now.
A quote is revised until it is accepted, and every version is kept. Acceptance creates an order, which the job and its costs hang off, and a variation is a further quote against that order.
The problem
“I quote from a spreadsheet, I cannot remember what I quoted, and when somebody says yes nothing happens automatically.”
What it runs
8 stepsWhat happens, in order
Every one of these is a step the service takes itself. Nothing in this list is somebody remembering to do it.
- The owner is set and your quoting rules are read.
- Validity dates are computed from how long a quote stands for.
- The quoter captures the job, the customer and the lines, with any drawings or documents. They are part of what is signed off, so a changed drawing is a revised quote.
- Totals are computed, VAT included.
- Over your sign-off threshold, a sales manager signs it off, never their own quote.
- It is marked ready to send. You send it.
- The outcome is captured: won or lost.
- If won, an order is created, and a project too if you also run Projects.
It opens on these
- Out for decision
- Quoted, pending
- Won
- Open orders
Every figure opens what it counts and offers the next action. Nothing here is compiled at month end.
On screen
What it looks like
Captured from the product as it is, with the demo workspace's own records.
Try the rule
Price the job. Watch the sign-off.
Totals with VAT per line, against your sign-off threshold. At or above it, a sales manager who did not write the quote signs it off before it goes out.
R 50 140,00Signed off by a sales manager, then sent; accepted: an order, and a project because you run Projects
- Subtotal, excluding VAT
- R 43 600,00
- VAT, per line
- R 6 540,00
- Total
- R 50 140,00
- Needs sign-off from
- R 50 000,00
- Quote writtenCustomer, job and lines, with any drawings. Valid until is filled in from how long your quotes stand: 30 days here.
- TotalledClearvu panels, supply and install: 60 × R 640,00 + 15% VAT; Sliding gate and motor: 1 × R 5 200,00 + 15% VAT. Total R 50 140,00.
- At or above your thresholdR 50 140,00 is over R 50 000,00, so it is signed off before it goes out.
- A sales manager signs it offAnyone holding sales manager. Never whoever quoted it.
- Ready to sendWhoever quoted it is told to send it. Your customer is not a user of Koldheim, so the quoter sends it and records the answer.
- Accepted: order createdAn order worth R 50 140,00, from the accepted lines. A variation later is a further quote against it.
- Project createdBecause you also run Projects.
Who sets what
Yours to change, and ours
Most vendors are vague about this line. Yours is everything about how your organisation works. Ours is the shape of the process itself.
Your administrators change these
- The sign-off threshold, and how many days a quote stands for
- Your customers and their contact details
- The terms text that goes on a quote
Authored with the service
- That an accepted quote raises an order
- That a variation is a further quote against that order
A change here is a draft, checked and published. Work already under way stays on the version it started on.
Where it stops
The part most pages leave out
A service that only ever says yes is not evidence. This is the place it deliberately refuses, and the suite that proves it still does.
Refuses, on purpose
Quotes are not emailed to your customer
Your customer is not a user of Koldheim, so there is no channel that addresses them and no portal for them to log into. The quote is produced here and sent by the person who owns it, who then records what they said.
Proof
Every claim here runs on each build
Not a policy, a suite. This one is npm run quotes, and it fails the build rather than a report nobody reads.
The rest of the collection
One stone, many cuts
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