Summary

As we continue to make improvements to how ServiceBox customers work with their customers we have included an additional feature to make your workflow more streamlined.  One of the additional features we have added in is the ability to send out a link to a customer with the quote email that they will be able to approve the quote remotely.  This article will explain the workflow and help you configure this for your business.


Setup Quote Approvals

Quote Approvals is turned on by default, but will need to be configured in order to use it for your company.  To set this up for your company navigate to Username -> Settings -> Quote -> Quote Approval Settings.


We will need to enter in the following values:


Configure Portal View

  • Approved Quote Status - This is the quote status that will be set once the customer approves the quote.
  • Quote Label - This is the wording that will display in the quote approval screen.  You may choose to use a different wording then "Quote" and choose a wording that works for your company.
  • External Reference Label - This is a work reference number typically given by a client for example you may put something like 'Purchase Order Number', 'Customer Reference Number' etc. 
  • Text when quote cannot be viewed in the portal - Based on the settings of the quote status customers might not see the quote in the portal. If it occurs that the quote can't be viewed then we recommend to add some sort of contact so that customers can contact you back.
  • Text when quote cannot be approved in the portal - Based on the settings of the quote status, customers might not be able to approve the quote in the portal. If it occurs that no quote approval mechanism appears, then we recommend to add some sort of contact info so that customers can contact you back. 
  • Quote approval modal header text - When the customer hits the quote approval button, a box appears within which they can sign their name. This is the place where you decide what descriptive heading appears over that box. 


After Approval Process

  • Text to display when the Quote has been approved


Email

  • From
  • From Address
  • CC
  • Bcc
  • Subject
  • Body
  • Attach Quote to Email
  • Include Breakdown in PDF
  • Include Breakdown Before Total in Pdf
  • Show Signatures in Pdf
  • Show Quote Info in Pdf


To Do

  • Create a To Do Notification
  • Text to be added to the generated To Do
  • User Assigned to Notification
  • Category
  • Minutes for Due Date


Creating a Quote with Approval Links

Once you have set up your settings for the Quote Approval you will now be ready to send out a link to your customer to get a quote approved.


Create a New Quote

This is a pretty straight forward step and something that most ServiceBox customers do on a weekly basis.  So follow your normal procedure to create a new quote in the system.  Here are some screen shots of the completed Quote.


Quote Details:


This is the Quote Calculator 



Email the Quote to the Customer

Once you have created the quote the way you wanted, open up the Email Tab.  We have added in two options that you can include for the email content options.  


The two options are:

  • Approval Link Button
  • Approval Link


You can use these options by adding these options directly inside the email tab or by adding quote approval to the email templates.  (if you don't know about quote templates, then now may be a good time to check them out).


Once the email is sent it will arrive in the customers inbox with a link to approve the quote. 


Once the customer clicks on the "Review and Approve Quote" Button they will be taken to a portal link where they can approve the quote:


Once the Customer clicks on the "Approve Quote Now" button it will take them to a place where they can enter in their signature and a note.  


Once the customer enters in their signature and chooses to click approve.  The customer will see a message confirming the quote has been approved and they will receive an email with the details of the Quote.  Inside of ServiceBox it will update the Quote with a new status, add the signature, add a note and also it will create a To Do to let you know a customer has approved the quote.



This is the email the customer will receive once the Quote is Approved:

This is the updated quote inside of ServiceBox.  

Note:

  • Status has been changed (also quote is now unable to recalculate due to status settings)
  • Signature has been added
  • Approval note has been added
  • To do has been added


Quote Calculator - no recalculations

New note added

To do Added and assigned to a specific user


These are the main steps for the quote approval, at this point you can continue to create a new work order and schedule the job.

If you have any questions please reach out to our support team through the feedback button or by emailing [email protected].