The Quote Lifecycle
How a quote moves from editing through to acceptance or rejection
Contents
Mashoom imposes a quote lifecycle that must be followed to effectively use the quote system. There are a few "gate posts" in the process, ensuring that users must follow this process to be able to (for instance) download a PDF copy of the quote. This lifecycle ensures that correct and complete data is being collected, allowing other features and reporting to be working from a source of truth.
Draft Status
When you create a quote for the first time, it will be in this status. This is the only stage at which the quote can be edited.
At this point the quote can't be downloaded in PDF format, but it can be viewed online via the "View PDF" button in the "Finish Quote" box. This is intentional, to ensure that the quote is marked as sent when it's finished. It's advised to do this before moving onto the next stage.
Finishing A Quote
At the bottom of the quote editing screen you will see:
Click "Mark As Sent" when you intend to send this to the customer. At this point, edits will be disabled and you'll be able to download a PDF copy to send to the customer.
At this point the quote will be in the "Sent" status, awaiting for a response from the customer. If the feature is turned on, a task may be automatically created at a time that suits you as a reminder to chase the quote. For further information on this feature, please see auto callback settings.
Recording Quote Feedback
When the quote has been sent, at the top of the quote details you'll see the following options. The screenshot below is from when the Sage 200 connection is enabled, as an example, but this will look much the same if using Mashoom stand-alone.
Quote Acceptance
If the quote has been accepted by the customer, choose "Accepted". If a proforma isn't required, Mashoom will record a sales order and the quote will be locked from any further changes / actions. If using Mashoom with an ERP, a sales order will be created in the ERP for further processing.
If a proforma is required, then the quote will moved to the "payment required" stage, and the proforma document can be downloaded. Once the proforma has been paid, the "paid" button should be selected. Once this is done, the sales order will be created as per above.
Quote Rejection / Revision
If a quote is rejected, or changes need to be made, click the "Rejected" button. A quote revision needs to be rejected before a new revision can be created.
If rejection reasons are set up, you'll see a popup which will ask you why the quote was rejected. This is a user defined list, if you can't see an option that makes sense, talk to your system admin. If you're making a revision, use the first option, and a revision will automatically be created.
