Quotes

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Quotes may include:

• Apparel
• Workwear
• Embroidery
• Screen printing
• DTF printing
• Sublimation
• Promotional products
• Artwork setup fees
• Freight charges

The Quotes module is commonly used by:

• Sales staff
• Administration teams
• Account managers
• Customer service staff
• Business owners

Main Functions

The Quotes module allows users to:

• Create quotes
• Send quotes to customers
• Apply pricing groups
• Add products and services
• Manage quote approvals
• Convert quotes into invoices
• Convert quotes into production jobs
• Track quote status
• Generate quote PDFs
• Manage revisions and updates

What Is A Quote?

Purpose

A quote is a pricing proposal provided to a customer before production begins.

Quotes help customers review:

• Pricing
• Products
• Decoration methods
• Quantities
• Branding requirements
• Production details

Quotes allow customers to approve work before invoicing and production begin.

Why Quotes Are Important

Quotes help businesses:

• Improve pricing accuracy
• Reduce misunderstandings
• Maintain professional communication
• Streamline approvals
• Improve sales workflows
• Track customer opportunities

Quotes Dashboard

Purpose

The Quotes Dashboard provides visibility into all quotation activity.

Users can quickly:

• View pending quotes
• Review approved quotes
• Track rejected quotes
• Search customer quotes
• Monitor sales activity
• Follow up outstanding approvals

Standard Quote Workflow

Quote Process

1. Customer inquiry received
2. Create quote
3. Add products and services
4. Apply pricing groups
5. Save quote
6. Send quote to customer
7. Customer approves or requests changes
8. Convert approved quote into invoice or production job

Quote Fields

Quote Number

Stores the unique quote reference number.

Used for:

• Customer communication
• Sales tracking
• Reporting
• Workflow management

Quote numbers are generally generated automatically.

Customer Selection

Purpose

Links the quote to a customer profile.

This allows the system to:

• Pull customer details
• Apply pricing groups
• Save quote history
• Manage customer workflows

Quote Date

Displays the date the quote was created.

Used for:

• Reporting
• Quote tracking
• Sales analysis

Expiry Date

Displays the validity period of the quote.

After expiry, pricing or product availability may change.

Quote expiry helps businesses:

• Protect pricing
• Control supplier changes
• Manage sales opportunities

Products & Services

Displays all products and production services included in the quote.

Examples include:

• Garments
• Embroidery
• Screen printing
• DTF transfers
• Artwork setup
• Freight
• Promotional products

Quantities

Displays the quantities being quoted.

Quantities may affect:

• Pricing
• Volume discounts
• Production costs

Unit Pricing

Displays individual pricing for each product or service.

Pricing may be affected by:

• Pricing groups
• Volume discounts
• Promotions
• Customer agreements

Taxes

Displays tax calculations applied to the quote.

Examples may include:

• GST
• VAT
• Sales tax

Tax exempt customers may automatically calculate as zero tax.

Discounts

Allows discounts to be applied to the quote.

Discounts may include:

• Percentage discounts
• Dollar discounts
• Promotional pricing
• VIP pricing

Total Quote Value

Displays the final quoted amount including:

• Products
• Services
• Taxes
• Discounts
• Freight

Quote Statuses

Draft

Quote created but not yet sent to the customer.

Useful for:

• Internal review
• Pending pricing
• Incomplete jobs

Sent

Quote has been sent to the customer for review.

Approved

Customer has accepted the quote.

Approved quotes may proceed into:

• Invoicing
• Payment collection
• Production workflow

Rejected

Customer declined the quote.

Rejected quotes remain stored for reporting and customer history.

Expired

Quote validity period has passed.

Expired quotes may require:

• Pricing updates
• Product verification
• New approval

Sending Quotes

Purpose

Quotes can be emailed directly to customers through the configured email system.

Benefits include:

• Faster customer communication
• Professional presentation
• Automated workflows
• Faster approvals

Quote PDF Generation

Purpose

Quotes can be generated as professional PDF documents.

Quote PDFs may include:

• Business logo
• Contact details
• Product breakdown
• Pricing summary
• Terms and conditions
• Approval instructions

Customer Quote Approval

Purpose

Customers may approve quotes through:

• Email approval links
• Customer Portal
• Manual confirmation

Approval allows the workflow to move into payment and production stages.

Quote Revisions

Purpose

Quotes may be revised when customers request changes.

Common revisions include:

• Quantity updates
• Product changes
• Decoration changes
• Pricing adjustments
• Freight changes

Converting Quotes

Purpose

Approved quotes may be converted into:

• Invoices
• Production jobs
• Sales orders

This reduces duplicate data entry and improves workflow efficiency.

Pricing Group Integration

Purpose

Quotes automatically apply customer pricing groups during quote creation.

Benefits include:

• Faster quoting
• Consistent pricing
• Reduced pricing errors

Artwork Integration

Purpose

Quotes may include artwork and branding requirements.

Examples include:

• Logo setup
• Embroidery digitizing
• Print placement
• Artwork revisions

Deposit & Payment Workflow

Purpose

Approved quotes may trigger payment collection workflows.

Important workflow rule:

No production begins without payment or approved deposit.

Quote Search & Filters

Purpose

Users can search and filter quotes by:

• Customer
• Quote number
• Status
• Date range
• Sales staff
• Approval status

Sales Tracking

Purpose

Quote reporting helps businesses monitor:

• Sales opportunities
• Approval rates
• Revenue forecasting
• Customer activity
• Conversion rates

Best Practices

Verify Pricing Before Sending

Always confirm:

• Product pricing
• Decoration pricing
• Freight costs
• Tax calculations

before sending quotes.

Use Professional Quote Templates

Professional quote layouts improve:

• Customer confidence
• Brand image
• Approval speed

Follow Up Pending Quotes

Regularly follow up outstanding quotes to improve:

• Sales conversions
• Customer communication
• Revenue opportunities

Keep Expiry Dates Accurate

Use realistic quote expiry dates to protect against:

• Supplier price increases
• Inventory changes
• Production cost fluctuations

Common Use Cases

Apparel Quotes

Create quotes for:

• Workwear
• Corporate uniforms
• Hi-vis apparel
• Promotional clothing

Embroidery Quotes

Quote embroidery services including:

• Stitch counts
• Digitizing fees
• Garment pricing

Promotional Products

Create quotes for:

• Drink bottles
• Pens
• Bags
• Corporate gifts

Repeat Customer Orders

Reuse previous quotes for faster repeat order processing.

Troubleshooting

Quote Not Sending

Check:

• Customer email address
• SMTP settings
• Internet connection
• PDF generation settings

Incorrect Pricing

Check:

• Pricing groups
• Product pricing
• Discounts
• Tax configuration

Customer Cannot View Quote

Check:

• Portal permissions
• PDF attachment
• Email delivery status

Quote Not Converting

Check:

• Approval status
• Workflow permissions
• Payment requirements

Related Features

The Quotes module works closely with:

• Customers
• Pricing Groups
• Products
• Branding
• Artwork Approvals
• Invoices
• Payments
• Production Workflow
• Customer Portal

Summary

The Quotes module is a critical sales and workflow management feature within Print Shop Worx.

Proper quote management improves:

• Pricing accuracy
• Customer communication
• Workflow efficiency
• Sales tracking
• Approval management
• Production preparation

A structured quoting system helps businesses deliver professional customer experiences while streamlining sales and production workflows.