If you are planning to use TeamGram to write and send quotes to your customers, it is a good idea to customize them to better reflect the identity of your company. After all, you want your quotes to stand out.
Go to the Control Panel and click on Quote Settings. The following sections describe your options:
You can add custom fields to your quotess. In some cases, you may find that the standard fields used to build a quote are not enough for you. You may need additional fields to classify them, or display some other information like payment terms.
Custom fields can be added to various types of records, including quotes. You will learn more about them in the next section.
Note that you can tell TeamGram if you want your custom fields not to appear in the printed or PDF versions sent to customers. If your field is for internal use only, be sure to mark it Hidden.
Publishing Quotes In The News Feed:
You can adjust TeamGram to publish a note in the news feed every time a quote with a total value higher than the limit you set changes state.
You can save templates to quickly write quotes with preset headers, footers and text. To write a new quote, you can select a template, select the customer, fill in the items, edit the text if necessary and be ready to send in minutes.
To create a new quote template, click on Add new template.
This will reveal more options for a new template:
- Template name: Give a short but descriptive name to your template, so your users can understand what it is for. Example: “Consultancy services quote”, or “Spare parts quote-prepaid”.
- Language: When available, this setting changes column headers in the pricing table.
- Header: Your quotes will be marked with the word “QUOTE”, but you can enter a different word. Example: “OFFER” or “Proforma Invoice”.
- Header Image / Footer Image: These two images are added to the top and bottom of your quote pages in the PDF and print versions to make them look like they are printed on your company letterhead. Use high quality image files wide enough to cover the width of a printed page.
- Opening and Closing Text: Enter the default opening and closing texts (refer to the tutorial section on Quotes for details), so that you don’t have to write them from scratch every time you create a new quote. Even if you set default texts here, you will still be able to make changes before sending your quote.
- Company Info: TeamGram automatically adds your company name and address to your quotes, but if the header or footer images already contain this information, you may want to use this setting to prevent TeamGram from adding them again.
- VAT in Lines: Select if you want to show VAT amounts for each line separately, or just the total VAT at the end.
- Print Style: Normal style displays product pictures at each line, if available. Condensed style saves space by removing pictures, using a smaller font, and removing descriptions. Use condensed style if your quotes tend to have many line items.
Using A Template When Writing Quotes
To start writing a new quote, go to the Quotes tab and click on the New Quote button.
The first field of the Quote form asks you to select a template. When you select a template, the preset text of the template will automatically be added to your form, but you will be able to make changes on them.
Style options will be applied when you print, download or send a PDF version.
Now, let’s learn more about the custom fields mentioned above.
Next Topic: Adding Custom Fields