Let's get started on creating a Job Quote.

The Quotation section is (as you would imagine) where you can manage all of your quotes, such as quotes for Equipment Deals, Hire Contracts, Jobs, Sales Orders, and Service Contracts.

Getting There

You can find the Quotation section by heading to Records and then Quotations.

Navigating Quotation Details

On the Quotation page, you can view all available quotes on the system.

You can create new ones with the Create New Quotation button.
Using the filter you can search for any quotations listed.
You can see the revisions of a particular quote using the ellipsis (...).

You can also set its status.

Depending on the status of the quote, from the Action Tray, you can:
- Print
- Issue
- Edit
- Delete
- Attach Documents

Create a New Job Quote

As mentioned above, you can create a new quote with the Create New Quotation button.

So, to make a new quote, click the Create New Quotation button.
In the Quotation Editor, there are five quote types to choose from.
- Equipment Deal
- Hire Contract
- Job
- Sales order
- Service Contract
Select the Job Quotation option from the drop-down list.

General Information

The General Information and Job Summary field will pop up, this will hold all the Job information you want to add.

You can now start to fill out the quote.

You can add the customer by clicking the ellipsis in the Customer Account field.

Scan through the list, or search with the filter to find the customer you want.
You can click on the Account name to confirm your selection.
If you need to create a new customer, you can do so by clicking the Add button.
Alternatively, you can edit an existing customer by clicking on the Account Number.
Next, you need to add the Site ID from the ellipsis.

The same process as above applies for confirming, adding or editing a Site.

Next, you need to select the Primary Contact. Again, you can confirm, add or edit a contact.

Quote Reference is a general reference such as, Maintenance Requested 100 units of CMP-34_dx and not the order reference.

The data for Charge Code and Payment Terms is what was assigned to the Customer, they can be changed if you want by using the ellipsis.
You can then set the Quotation Status, this shows in the status column on the Quotation Details page.

In Quotation Template, you can set up as many templates as you like. As standard, Service Geeni offers a template to get you started. This feature is useful when you need more than just the standard quote; you can have several slightly different signatures set up for different colleagues.
Work Done, Notes and Minimum Charge are all optional Fields.

Add Task

Below the Job Summary Section, you can find the Add New Task button.

To add a new task, click the Add New Task button.

Task Description is used to differentiate the tasks if there are multiple tasks on the job.
You can then select an equipment item for the task using the ellipsis, this opens a list of equipment to choose from.
Selecting an equipment item will populate the Equipment Model, Make and Type fields.

The Charge Code is taken from the one set up for the Equipment item, but you can change it via the ellipsis.

This Charge Code data is used when adding Stock Parts and Labour.

The Agreed Visit Date and Time, Estimated Hours and People Required are option fields.

Add Stock Parts

Now that you have filled all of the above in, you can add Stock parts.

You can simply add a Stock Part via the Add Stock Parts or Add Miscellaneous buttons.
The Stock list will open and here, you can select existing items or add new ones with the Add button.

Click Select to confirm your items.

Once your items are added, you can adjust the prices of the Stock items via the Action Tray if you need to.

Add Labour

The add labour section isn't always necessary, depending on the charge code, if it's a fixed price, you won't need to add anything. However if you do need to add labour charges, this is how you do it.

Click the Add Engineer Time.

In the window, you can start to fill out all the fields, you don't have to select an engineer at this point, this can be added when the job gets scheduled.
Once you are done, click the Add button.

Task & Job Summary

As the title suggests, here you can see a summary of the task/s and the Job you have created. If your charge code is a Fixed Price, the fixed price option is enabled.

Raise Quotation

We have briefly covered the toolbar at the bottom, but you can Add a New Task, Raise Quotation, Save As Draft or Cancel it altogether.

You can raise the quote by clicking the Raise Quotation button.

A notification will appear asking you if you are sure you want to raise the quote, click yes to continue.
The quote will open in a new browser tab allowing you to print or download it.

You can now head back to the Service Geeni page where you created the quote and a notification will ask what you want to do next:

Stock Reservation: A stock reservation will reserve and deduct the quantity from the stock record for a specific period. If the stock is used, it will be allocated to the job, otherwise, it will be returned.
Part Request: This will raise a part request in the system for the job.
No: This will postpone the parts request until the status of the quote is set to Accepted.

Unless you know for sure that the job is going ahead, clicking No is the best option.

Congratulations! You have raised a Job Quote.

Issuing a Quote

After clicking No, you are taken back to the Quotation Details page. The quote status is set to Active, which means it is in progress.

You now need to send it to the customer to get approval.

Print out or download the quote and email it to the customer.

Pro Tip! Set your Communication Center to send quotes to the customer automatically once they are created.

Once you have the green light, you can change its Status to Accepted.

This will alert you to reserve the stock or request the parts again.

Click on Part Request.
You can then fill out all the fields.
Click Raise Request to confirm. This will tell your stock team to prepare those parts for the job.