Quotes
In this article, you’ll learn how to manage Quotes in Zendo.
The Quotes feature makes it possible to create and send proposals to your clients through Zendo.
There's a few settings you need to take care of before issuing your first Quote in Zendo.
If you don't add a payment method, you won't be able to issue Quotes, send Invoices, and collect payments through Zendo.
Navigate to the left-hand side panel and select Workspace. From the drop-down menu, choose Finances. On the new page, switch the tab to Payment methods.
You can choose to connect your Stripe account, provide details for bank transfers, or enable both methods of payment. To learn more about connecting your Stripe, read our article on the topic.
To enable bank transfers, all you have to do is switch the toggle to enable that option and paste in the necessary details your clients need to complete a bank transfer, such as your address or bank account number.
Stay in the Finances settings and switch the tab back to General settings.
Set the Default settings, including the currency you want to use, tax support, and payment deadline.
Scroll down and find Document numbering to choose the preferred numbering for your Quotes and Invoices.
You can choose between these options:
##/DD/MM/YYYY
##/MM/YYYY
##/YYYY
The # will be replaced with actual numbers, starting with 1 for your first Quote and going higher with each next Quote.
Then scroll down to Quotes and fill out the preferred Prefix and Suffix that will appear on all Quotes. You can also set a global Footer note you’d want all your Quotes to have.
On the right, you will also see a document numbering preview field you can use to see the numbering you’re setting in action.
The Prefix you set precedes the document numbering of each Quote, while the Suffix follows the document numbering of each Quote.
For example, if you choose the Prefix to be QT and the Suffix to be the name of your company, the name of the Quote would be QT1/02/2023CompanyName.
You can also add spaces or dashes to make it more readable.
Switch to the third tab called Seller details and fill out a few required fields to be able to issue your Invoices, send Quotes, and receive payments.
The required fields include your first and last name, as well as your country and zip code.
If you want your Quotes to have all your information, fill out the company name, full address, and tax ID fields as well.
To create a new Quote, choose the Request with the client you want to issue your Quote for and find the right-hand sidebar.
On the right-hand sidebar, you’ll find the Create new Quote button. Click on it and the Quote creator will pop up.
Now, follow through with the next steps.
To start, you can either choose a Service you want to add to your Quote or simply name the Quote as you wish and add any items manually.
Choosing a Service acts as a template, meaning that you won’t have to add the specific items manually.
You can also treat it as your baseline and add and delete items from the selected Service template.
The Issue Date is automatically set for the date you’re creating the Quote on.
Next, set the Payment Due date.
Now, set the details of the service you want to include in the Quote. Set the quantity and add any additional services you want to include as well.
If you’ve added a Service from the already existing ones, all details, such as the price or the tax-related values, will automatically be copied.
Next, set:
The default payment method
How the Payment request should be sent to the client (manually or automatically)
How should the Invoice for the Quote be issued (automatically after payment or manually) or if it shouldn’t be generated at all
Automatic Payment request sending is available for paid plans users only.
Automatic Invoice generation is only available for paid plans users.
Lastly, double-check the Quote you’ve created, edit any details if necessary, and your Quote is all ready.
You can now:
Send the created Quote to the client
Ask the client for Quote approval
Save the Quote as a draft
Whenever you create a custom Service or a productized Service with at least one custom item added, the Quotes for those Services pop into Zendo in draft mode.
A draft Quote is not visible to clients.
An Agent has to manually edit the Quote to complete it and then select the Send Quote button in the Quote editor to send the completed Quote to the client.
You can ask your clients to approve Quotes to confirm their order.
To ask a client for Quote approval, create a Quote and select the Send and ask for approval button instead of the Send Quote button.
Your client will then see the sent Quote in the chat and will have the option to view it fully, and then either reject or approve the Quote.
Please note that if you choose to ask the client to approve the Quote, you won’t be able to send the payment request, neither automatically, nor manually, until the client accepts the Quote in question.
The sent Quote lands in the Request’s chat box and in the client’s email inbox as a PDF file.
When viewing the Quote you’ve shared, the client sees all the details you’ve set when creating your Quote, including the date of issue, the payment due date, payment method, and the Services added to that Quote along with their quantity, gross and net prices.
The client will also see their information and seller’s details as well.
After receiving the Quote, the client may download it.
Quotes are sent automatically when one of your clients submits a Request for a Service that’s fully defined (productized service).
If your client submits a Request for a custom or a productized service with a custom item included, the Quote will be created in draft mode and an Agent is going to have to manually complete it and send it to the client later on.
You can learn more about Zendo Services here.
Quotes created manually by an Agent always require clicking the Send Quote button to be forwarded to clients.
You have to create Quotes manually for custom Services by selecting the Create new Quote button in the right-hand info panel next to each Request chat box.
Once the Quote is created, all you have to do is select the Send Quote button in the Quote creator.
From the left-side panel, choose the Documents section that stores your Quotes and Invoices.
From there, you’ll get an overview of the Quotes’ names, clients each Quote has been created for, their status, price, and issue date. You can also view the Quote, download it, and view it in the assigned Request.
The Quotes you share with your clients reach them via Zendo and will be visible in the chat window of that Request. The Quote is also sent to the client in PDF form via email. Clients can also configure their in-app and email notifications in the account settings.
This depends on what you have set to happen when creating the Quote. There is an option to automatically generate the Invoice after the Quote has been finalized. However, that option is only available for paid plans users.
Quotes can be edited until they’re finalized, i.e., paid.
Clients can edit their information on the received Quote as long as it hasn’t been finalized (paid) yet. All they have to do is view the received Quote in Zendo, find the Client information box and click on Edit invoice details.
Roles That Can Manage Quotes: Agent, Manager, Admin, Owner
The Quotes feature makes it possible to create and send proposals to your clients through Zendo.
A Few Settings Before Creating Your First Quote
There's a few settings you need to take care of before issuing your first Quote in Zendo.
Add Payment Methods
If you don't add a payment method, you won't be able to issue Quotes, send Invoices, and collect payments through Zendo.
Navigate to the left-hand side panel and select Workspace. From the drop-down menu, choose Finances. On the new page, switch the tab to Payment methods.
You can choose to connect your Stripe account, provide details for bank transfers, or enable both methods of payment. To learn more about connecting your Stripe, read our article on the topic.
To enable bank transfers, all you have to do is switch the toggle to enable that option and paste in the necessary details your clients need to complete a bank transfer, such as your address or bank account number.
Finances
Stay in the Finances settings and switch the tab back to General settings.
Set the Default settings, including the currency you want to use, tax support, and payment deadline.
Scroll down and find Document numbering to choose the preferred numbering for your Quotes and Invoices.
You can choose between these options:
##/DD/MM/YYYY
##/MM/YYYY
##/YYYY
The # will be replaced with actual numbers, starting with 1 for your first Quote and going higher with each next Quote.
Then scroll down to Quotes and fill out the preferred Prefix and Suffix that will appear on all Quotes. You can also set a global Footer note you’d want all your Quotes to have.
On the right, you will also see a document numbering preview field you can use to see the numbering you’re setting in action.
The Prefix you set precedes the document numbering of each Quote, while the Suffix follows the document numbering of each Quote.
For example, if you choose the Prefix to be QT and the Suffix to be the name of your company, the name of the Quote would be QT1/02/2023CompanyName.
You can also add spaces or dashes to make it more readable.
Seller Details
Switch to the third tab called Seller details and fill out a few required fields to be able to issue your Invoices, send Quotes, and receive payments.
The required fields include your first and last name, as well as your country and zip code.
If you want your Quotes to have all your information, fill out the company name, full address, and tax ID fields as well.
How To Create A New Quote In Zendo?
To create a new Quote, choose the Request with the client you want to issue your Quote for and find the right-hand sidebar.
On the right-hand sidebar, you’ll find the Create new Quote button. Click on it and the Quote creator will pop up.
Now, follow through with the next steps.
Step One: Set The Quote’s Details
To start, you can either choose a Service you want to add to your Quote or simply name the Quote as you wish and add any items manually.
Choosing a Service acts as a template, meaning that you won’t have to add the specific items manually.
You can also treat it as your baseline and add and delete items from the selected Service template.
The Issue Date is automatically set for the date you’re creating the Quote on.
Next, set the Payment Due date.
Step Two: Set The Service Details
Now, set the details of the service you want to include in the Quote. Set the quantity and add any additional services you want to include as well.
If you’ve added a Service from the already existing ones, all details, such as the price or the tax-related values, will automatically be copied.
Next, set:
The default payment method
How the Payment request should be sent to the client (manually or automatically)
How should the Invoice for the Quote be issued (automatically after payment or manually) or if it shouldn’t be generated at all
Automatic Payment request sending is available for paid plans users only.
Automatic Invoice generation is only available for paid plans users.
Step Three: Check The Details And Send Your Quote
Lastly, double-check the Quote you’ve created, edit any details if necessary, and your Quote is all ready.
You can now:
Send the created Quote to the client
Ask the client for Quote approval
Save the Quote as a draft
Draft Quotes
Whenever you create a custom Service or a productized Service with at least one custom item added, the Quotes for those Services pop into Zendo in draft mode.
A draft Quote is not visible to clients.
An Agent has to manually edit the Quote to complete it and then select the Send Quote button in the Quote editor to send the completed Quote to the client.
Approving Quotes
You can ask your clients to approve Quotes to confirm their order.
To ask a client for Quote approval, create a Quote and select the Send and ask for approval button instead of the Send Quote button.
Your client will then see the sent Quote in the chat and will have the option to view it fully, and then either reject or approve the Quote.
Please note that if you choose to ask the client to approve the Quote, you won’t be able to send the payment request, neither automatically, nor manually, until the client accepts the Quote in question.
What The Client Sees?
The sent Quote lands in the Request’s chat box and in the client’s email inbox as a PDF file.
When viewing the Quote you’ve shared, the client sees all the details you’ve set when creating your Quote, including the date of issue, the payment due date, payment method, and the Services added to that Quote along with their quantity, gross and net prices.
The client will also see their information and seller’s details as well.
After receiving the Quote, the client may download it.
When Are Quotes Sent Automatically And When Do I Have To Send Them Manually?
Quotes Sent Automatically
Quotes are sent automatically when one of your clients submits a Request for a Service that’s fully defined (productized service).
If your client submits a Request for a custom or a productized service with a custom item included, the Quote will be created in draft mode and an Agent is going to have to manually complete it and send it to the client later on.
You can learn more about Zendo Services here.
Quotes Sent Manually
Quotes created manually by an Agent always require clicking the Send Quote button to be forwarded to clients.
You have to create Quotes manually for custom Services by selecting the Create new Quote button in the right-hand info panel next to each Request chat box.
Once the Quote is created, all you have to do is select the Send Quote button in the Quote creator.
Where Can I Find My Quotes?
From the left-side panel, choose the Documents section that stores your Quotes and Invoices.
From there, you’ll get an overview of the Quotes’ names, clients each Quote has been created for, their status, price, and issue date. You can also view the Quote, download it, and view it in the assigned Request.
FAQ
How Do Quotes Reach My Clients?
The Quotes you share with your clients reach them via Zendo and will be visible in the chat window of that Request. The Quote is also sent to the client in PDF form via email. Clients can also configure their in-app and email notifications in the account settings.
Is The Invoice Automatically Generated After A Quote Has Been Paid?
This depends on what you have set to happen when creating the Quote. There is an option to automatically generate the Invoice after the Quote has been finalized. However, that option is only available for paid plans users.
Can I Edit My Quotes?
Quotes can be edited until they’re finalized, i.e., paid.
Can My Clients Edit Their Information On The Quote After Receiving It?
Clients can edit their information on the received Quote as long as it hasn’t been finalized (paid) yet. All they have to do is view the received Quote in Zendo, find the Client information box and click on Edit invoice details.
Updated on: 11/10/2023
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