This Help Article covers:
General/Overview:
To use Digital Quotes and Digital Quote Acceptance, you need:
The [View Quote] portal button on a Quote/Estimate/Variation email Template(s)
The Acceptance Page of a Quote Toggled “On”
A “Valid To” Date set up for Quotes
The [View Quote] Portal button needs to be inserted into the Body Text of the Quote's Email to give the Customer access to the Electronic Quote Portal. I.E. Other than inserting the Portal button, there is no action needed to Turn this feature "On".
Inserting the [View Quote] Portal button is done at a Quote Email Template at: Company Settings > Correspondence > Email Settings > Quote Templates.
When using Digital Quotes, the sent email, along with the [View Quote] Portal button also has a Quote PDF Attachment.
From the Quote Portal, the Customer can Accept the Quote, which then changes the Quote’s Stage on Katipolt Desktop to “Accepted”.
To Add the [View Quote] portal button to Quote emails
Quick Flow:
Company Settings Side Menu
Correspondence Top Tab
Email Settings Expandable Section
Quote Templates Tab
Open Template
Insert field Icon > "Quote Portal Button"
1. From the Side Menu, Press Company Settings, then Press the Correspondence Top Tab to display the Email Settings Expandable Section
3. From the Email Settings Expandable Section, Select Quote Templates Tab to display the Email Templates, then Press a Template to open
4. From the open Email Template, select a place to insert the button, then Press the Insert field Icon and select the option “Quote Portal Button"
💡 TIP: Along with the "Quote Portal Button", you can also add a "Quote Portal Link" and/or "Quote Portal Link URL". (Some email providers restrict button use in an email)
What the Customer sees
When the Customer receives the email, it will display the [View Quote] Portal button, which when pressed by the Customer, will launch a browser window with the electronic Quote displaying
To Toggle "On" the Acceptance Page as Default
1. From Company Settings, Press the Correspondence Top Tab to display the Document Settings Expandable Section
2. From the Document Settings Expandable, Select Quote Presets Top Tab to display the Quote Document Templates, then Press a Quote Document Template to open
3. From the open Quote Document Template, scroll to the “Acceptance Page” field to ensure it is toggled “On”
💡 TIP: The "Acceptance Page" can also be toggled “On”/”Off” from the Quote Preview Settings.
What the Customer sees
The Customer will see a copy of the Quote when they access the Quote Portal, however, if the Acceptance Page is not toggled on, the Customer will not see the "Sign here" tab.
The Sign Here (Acceptance Page) displays a place for the Customer to Enter their Name and a Signature. When both are entered, the [Accept] button livens, which can then be Pressed to Accept the Quote
On [Accept] a "Document signed successfully" confirmation will be displayed to the Customer, and the Customer will be sent a confirmation email that includes a PDF of the Accepted Quote
💡 TIP: Should the Customer [Decline], they will get a popup in where they can make a comment on why they have declined, this will display in your Notifications and also in the Feeds of the Quote.
What you see
If you are the Quote Sender, you will receive a notification that the Quote has been Accepted
The Feeds of the Quote will also display that the Quote was Accepted
The Quote’s Stage on Katipolt Desktop changes to “Accepted”, Pressing the "View in Portal" Icon of the Quote will launch the portal where you can view the Name and Signature of the Acceptor, along with the Date it was Accepted on
To Set the “Valid To“ Date Default
The "Valid To" Date is auto-populated to the Quote on Locking the Quote, using the "Lock Date" and the "Entered Quote Valid For Days" to calculate the Quote's "Valid To" Date (Expiry Date).
1. From Company Settings, Press the Defaults Top Tab to display the Quotes Expandable Section
2. From the Quotes Expandable Section’s “Quote Valid For Days” field, Enter the number of days as the Default Days
💡 TIP: Although the "Valid To" date auto-populates to the Quote, it can be over-ridden at the Quote, Unlocked Quote, then Enter a date into the "Valid To" field of the Quote. If the Quote has been sent, you will need to re-send the Quote as any previously sent Quotes will be "Expired" and cannot be accepted.
⚠️ NOTE: Unlocking the Quote prior to the “Valid To” Date expiring will also expire the Quote, which will need to be re-emailed to the Customer with a new [View Quote] portal button link.
What the Customer sees
The Customer will see a copy of the Quote when they access the Quote Portal, however, once the Quote has passed its "Valid To" Date (Expiry Date), the Customer will not be able to access the Quote Portal and will only see a "The document has expired" page.
⚠️ NOTE: The Customer will still have a PDF copy of the Quote that was attached to the Quote Email with the [View Quote] portal button.
💡 TIP: If the Quote has Expired, the Quote needs to be un-locked and a new "Valid To" Date entered, then the Quote with the new "Valid To" Date (Expiry Date) re-emailed to the Customer.
To Send a Digital Quote
Sending a Digital Quote is done as you would normally send a Quote, via email, the Email's Body Text displaying the [View Quote] Portal button
💡 TIP: The Quote's "Feeds" Panel will display that an email containing a portal link was sent to the Customer.
