Quote Review - Send Approval Email
With online Quote approval - your customers can approve, reject, and comment on the quote with a click of a button
Covered in this article:
- How It Works
- How to Use Quote Review
- How to Enable the Quote Review feature
- Notifications and Quote Review
Overview of Quote Review
Step 1. Create The Quote
The obvious first step here is to create a quote. We've hashed out the best practices for creating quotes here for sign people and here for apparel folks. If you need to brush up on that - no worries - we'll wait.
Once you've got the quote ready to go - you'll send out the Approval email.
Step 2. Send Approval Email
From the Green Action Button - select the link Send Approval Email.
This pops up a new window.
Under the Send for Review window - you'll:
Choose the quote reviewers - you can select multiple contacts to receive the email (and shopVOX tracks each one separately.
CC any staff members - to let someone else on your team know you've sent this to the customer
Choose the PDF template - you can choose which PDF that will fit your needs
Standard Quote: pretty well...standard
Quote - Downpayment: use this if you require 50% or 30% or 100% deposit before you begin any work.
Quote - No Total: use this if you're quoting multiple options and the customer will pick one. It leaves the totals off the bottom - so they don't get sticker shock.
Select your email template - pick a canned message you've setup with our Emailed Document Templates. Be sure to personalize for your contact.
Send for review
They'll receive an email that will look similar to this.
The giant Click here to review the Quote button takes them to a special URL inside your shopVOX account generated specifically for your contact and quote.
Different contacts receive a different URL so we can track their visits to the Quote Review page separately.
Step 3. Customer Approves your Quote / Requests Changes
Customer Approval Page
On your customer's Quote approval page - they'll have three options.(FYI - Our online proofing feature only has two)
shopVOX will update the Quote status automatically depending on which option they pick.Approve: They want to move forward with the quote as is.Approve with Changes: They want to move forward with the quote but want one or changes made. (requires comments from your customer)Make Changes: They do not want to move forward with this quote and it likely requires some big changes. (requires comments from your customer)
Any comments from your customer will be recorded in the system and marked with a date/time stamp. You can even track the number of times your customer looks at the quote.
Step 4. Follow Up
Once your customer does their thing - it's up to you to handle the next step.
There are 4 different Quote statuses that the Quote Review feature uses to keep you informed.
You'll see the statuses in the top right hand corner of the individual Quote page.
Just below we've got a short explanation of each.
(100% Grade "A" Sales Order Material)
Your customer has approved this quote.
What to Do Next
It's ready for you to convert into a new Sales Order. Convert it and email them an order confirmation (Sales Order PDF)
(Still waiting... ... ...)
You've sent the quote to your customer, but have yet to hear back from them.
What to Do Next
Been a while? Check the View Count on the Quote Review section to see if you're customer has viewed the proof.
If they've viewed it multiple times - with no action taken - try re-sending the approval email with a quote reminder message.
If they have not viewed it a single time - don't wait - jump on the phone and give them a call. Don't risk it.
Approved with Changes
(Do it but change this one thing)
You've sent the quote and your customer has given you the go-ahead for the order - but you need to make a few changes.
Maybe it's the size. Maybe they want to add one more piece.
What to Do Next
Make the changes to the Quote and convert into a new Sales Order. Make sure you email them a copy of the Sales Order PDF - to give them a final confirmation of their order.
(Not gonna cut it)
Your customer has viewed the quote and didn't like what they saw. Whenever they request changes - feedback is required - so you'll be able to view the changes from the Quote page.
What to Do Next
Make the changes they requested in the comments and resend approval.
How to Enable Quote Review Feature
The Quote Review feature is turned off by default. To enable it:
- Go to Account Settings > Settings
Scroll down the page a bit and look for a heading called Workflow.
- Enable Online Quote Review By Customer
Make sure this is set to Yes - and then you'll have access to Quote Review my friend.
- Get Notified
Once you've enable the Quote Review feature in your account - head on over to the Notifications under the Account Settings menu.
Notifications send you messages whenever important events happen with your quote. You can receive notifications via Email or Push (Alerts in the right hand side of your screen.)
Here are the notifications that work with Quote Review:
New Comment on Quote Review
(customer requests changes or approves with changes)
Quote Viewed by Client
(customer clicks the Quote Review link in the email you sent)
Quote is Approved
(customer marks the Quote as "Approved" or "Approved with Changes"
You should change up these settings to match your preferences. Maybe you don't want to receive an email any time your customer views the Quote. Maybe that should just be an alert for you.
The point is to make sure you're only notified on the things that are important to you. Otherwise you might start to tune things out - or worse filter the notifications with your email client.
To Change these notifications:
- Click the Edit button
- Search for "Quote" in the search field
- If you want to receive a notification, check the first box "Notify".
- Decide if you want to receive emails or alerts (push) within shopVOX or both.
- Select the person you want to receive the Notifications.
(We suggest selecting SR which stands for Sales Rep)
- Click the Save
Is there any charge for Quote Review?
Quote Review is included as part of the Pro version of shopVOX. So there are no extra charges for this feature.
Can my customer approve and pay at the same time?
Currently, you have to manually convert the approved Quotes into Sales Orders yourself. Since this is version 1 of our Quote Review - we didn't automate the Quote to Sales Order conversion or payment integration. We will likely do that with version 2 or 3.
Why can't I convert this Quote to a Sales Order?
If the Quote status is currently Customer Review or Revise - you won't be able to convert the Quote into a Sales Order. You can wait until your customer approves it or you can manually mark it Approved within the Quote Review section of the Quote page.