Online Quote – Acceptance

One of the biggest benefits of the Online Quote is that the client can directly accept a quote within the webpage and the job costing option will be updated automatically. Additionally, the client can enter information you need to gather just before accepting the quote. Information provided by the client will also update the job details. In article ‘Online Quote Design Fields Available’, fields you can use to display information on the web page are described and in article ‘Online Quote Design Fields Available’, fields the client can enter are described.

After an acceptance, any changes done to the sell prices will automatically clear the ‘Acceptance’ flag on the quotation. This means that if the client chooses to re-open the Quotation link, it will no longer display as “Accepted”, and allow the client to repeat the acceptance process.

Automated Updates in Moveware

After an acceptance, some information will be updated in Moveware:

• In Diary tab:

  • New ‘Online Customer Quote Accepted’ Diary Action (see figure 1)

  • Additional notes of the Diary Action will include:

    • Path to the signature file saved and the signature date,

    • Path to the PDF of the webpage accepted file saved,

    • If Terms and Conditions were accepted (see figure 2),

    • Additional information provided by the client (prompted to enter in Acceptance section), see article Design Online Page for the data that you can request from your client to provide,

    • Comments entered (if any) in the free text ‘Special Requirements’ by the client on acceptance (see figure 3),

    • Accepted and Declined Pricing Options (including optional services selected or not) (see figure 4).

  • New ‘Online Customer Quote Accepted Email’ Diary Action,
    An email is automatically sent to the client. By default, the email will contain the accepted pricing options, inclusions and exclusions, information entered by the client in the acceptance form, and sale representative contact. See section ‘Automated Confirmation of Acceptance Email’ below.

Figure 1 – New Diary Action ‘Online Customer Quote Accepted’

Figure 2 – Terms and Conditions accepted

Figure 3 – Special Requirements, ‘Client Comments’

Figure 4 – Accepted and Declined Pricing Options

• In Costing tab:
  Keep the same costing option status (‘P’) but adds a red background to the costing options lines that the client did NOT select,
  Selected cost options and additional services (if they were displayed as separate charge) with a green background.

• In Job’s File Folder:

  • Save the image of the signature,

  • Save as a PDF the screenshot of the webpage when the client accepted.

Note that the PDF saved has a low quality for performance reasons. This PDF is meant for internal purposes or in case of a dispute. It is not recommended to attach the PDF to the confirmation email to the client as the quality is not ensured.

Automated Confirmation of Acceptance Email

By default, Moveware is configured to create the ‘confirmation of acceptance’ email. A Default email is then created and sent to the client. See below for the example of the default email.

The auto-creation of the new Diary Action can be altered in Moveware settings if you wish to. The Diary Action can be configured to send an email (either the default one proposed or an email you edited) or an SMS.

There may be any number of actions setup, as well as several linked email reports for each action (for example one per language). Moveware will select the correct action and report to be created and sent based on the Diary Action and report configuration.