Creating quotes or statement of work can take a considerable amount of time. PSOhub makes it easier by leveraging contract templates, teams and rates, budgets and planning. Your quote is published and shared with your customer for digital signing before being promoted to a project.
In this article, we will look at creating and previewing a quote before publishing.
Create quote
In HubSpot, open a deal. In the right-hand pane and the PSOhub Quote section, click Create quote:
A deep-link will appear, confirming that the quote was successfully created. Click the link to take you to the promoted quote in PSOhub:
The new quote opens in PSOhub as shown below. Notice that the deal Company and Contact details appear on the right-hand side of the quote. This information has been carried over from HubSpot. The deal name has also be carried across from HubSpot.
You can modify the basic quote details in the left-hand pane and clicking Edit or in the middle pane click Quick Start.
The Edit Quote dialog box appears:
For an explanation of the fields, you can refer to the table below:
Field | Description |
Name | The name of the Quote or statement of work. This can be modified. |
Type | The quote type which is automatically picked up from the Project type settings. |
Description | If applicable, enter a meaningful description of summary of the quote. |
Date | Start date for the quote. By default, this is the date the quote was created. |
Due days quote | The number of days the quote is valid for. This is defined in the Quote settings but can be overwritten here. |
Expires on | The date the quote expires. This is automatically set based on the start date and Expires on values. |
Quote Contact | The customer contact who will receive the quote. |
Sales rep | By default, the sales rep is carried over from HubSpot (Deal owner). You can change the sales rep, if necessary. Note: the sales rep must be a user in PSOhub. |
Project Manager | If known, the name of the project manager can be selected. |
Business Unit | The business unit within your organization where the quote belongs to. |
Tags | Tags/keywords can be applied so that the quote can be easily identified in searches. |
Click Save.
Once the basic quote information has been populated, you can set up the foundation of the quote, such as financials and planning.
Select either a standard template or one of your own custom templates. You may also have a task board template related to the contract template that you want to leverage.
Click Next for step 3: Add team:
At this early stage of this sale/ deal, project team members are more than likely unknown/unconfirmed. In which case, you can skip this step and immediately click Create.
The quote will appear, displaying basic information related to the quote and the selected contract template:
In the contract, you can use the Workload sheet to calculate your budget per contract line.
Note: If you already know who will be assigned to your eventual project, you can click the TEAMS tab and select your team members. This will allow you to select the team members in the Workload sheet.
Click the Workload button as shown below:
This is also where you will finalize the quote. I.e., the financial agreement of the deal/sale: fixed fee, T&M, retainer, installments, etc.
Note: The contract template should be defined as with a project. How you configure it will be carried over to the project (including smart invoicing). You can set up installments, retainers and dates at the quote level.
Preview quote
Once you have completed the contract billing information, you can preview the quote.
Click Preview and Publish:
The Publish Quote page appears:
Here, you will see a 4-step process to finalise the quote for publishing.
Step 1: Header: Complete the header information to appear at the top of the quote. This will be displayed in the preview on the right-hand side:
Field | Description |
Date and Expiration date | Validate that the start and expiration date are correct. |
Created By and Email | This is the Sales rep and email address.
Note: These fields are mandatory for the quote to be published.
|
Customer and Contact | The customer name will be shown and non-editable. The quote contact person at the customer can be selected, if not already. |
Add comments (optional) | Additional text to be added to the header. Standard text can be configured in the Quote settings under Default comment. |
Click Next.
Step 2: Quote lines appears:
Here, you can make last minute changes to the contract lines, that will be reflected in the preview opposite.
Note: By default, the Budget values are not displayed in the quote. If you require the Budget to appear as an estimate for T&M or Expenses, then open the contract line(s) and check the Display estimate on quote (Budget) box.
Note: If you don't want a contract line to appear in the quote, uncheck the Show on quote box:
Click Next.
Step 3: Footer appears:
In the footer, you can enter text here or set default text in the Quote settings under Default footer. The text will appear in the footer of the preview.
Click Next.
Step 4: Appendix appears:
The appendix allows you to select the relevant material for the quote:
Appendix | Description |
Appendix A: Teams and Rates | Select this check box, If team members and their hourly rates have been defined. Note: If team members have not been confirmed but the roles have, only the roles will appear in the quote. |
Appendix B: Task Board | Select this check box to display the task board |
Appendix B: Gantt Chart | Select his check box to display the timeline for tasks and any dependencies. |
Appendix C: Workload Sheet Overview | Select this check box to display the total of team member/role planned hours, value of hours and hourly rate for year or across each month. If Team members have not been identified, it be marked as TBD (To be Determined).
Note: If applicable, try to avoid selecting resources as they will appear in the published quote resulting in it being perceived as confirmed resources by the customer. |
Appendix C: Workload Sheet Detail | Select this check box to display the breakdown of planned hours for the year or across each month. If Team members have not been identified, it be marked as TBD (To be Determined).
Note: If applicable, try to avoid selecting resources as they will appear in the published quote resulting in it being perceived as confirmed resources by the customer. |
Files: Include files | Here, you can upload a file and/or link to a file. Select the check box to add this to the quote. |
Click Preview and Publish.
The complete quote is ready for final viewing. Once you are satisfied with the quote, you can click Publish, click Back to Quote to return to the contract or click Edit Quote to go back to the Step 1: Header of the quote preview.
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