Streamtime was designed with automation in mind, and in light of this have simplified the quoting process by adapting quotes from your job plan.
1. Create your quote from your job plan
Once you've set up your items and expenses just how you like them, head up to the Create menu and click Quote.
In the first step, you'll be able to select items and expenses from your job plan, tweak the numbers to your liking, and create the quote. Importantly, this won't change your job plan — so you can inflate your numbers a little and pocket the change.
Once you're happy with what you want to include, tap Continue to Settings.
2. Setting up your content settings
You'll land on the second step of the quoting flow. Here, you're able to define exactly what content passes through to your quote, from an information hierarchy point of view. We'll use these settings to build your quote, and they'll be saved for every subsequent quote.
There are some suggested options on the sidebar on the right.
Top level will show only your phases, and expenses as a group, plus subtotals. It will also merge included item descriptions into an introduction for the group here, saving you time in merging later.
Item level will list out all your items separately
Everything level will show you, well, everything: quantity, unit rate, and totals per item.
You can further customise exactly what you need to show. For example, check the Role Summary boxes to pass through a summary of all the hours and sell rates of each individual item, or for groups.
You'll see a preview of your quote content on the left as you turn options on and off.
Once you're happy with the hierarchy of the content on your quote, click Create and edit.
Pro tip: If you don't need to set up your display settings for each quote, skip directly to the editing step from the first step by tapping Create and edit.
3. Editing a quote
Here you can do all the detailed editing and refining of your quote. You can change a quote title, enter or edit a PO number or quote number, and associate a contact and an address.
Using the checkboxes on the sidebar, decide which fields will be visible to your customer.
Turning these on and off will affect what your customer sees through to your quote. Vitally, you can keep some information to yourself. If the fields are white, that means they're visible. If they're grey, they won't show up on your finished quote to client.
That means you can set your quote up with internal calculations, but only decide to send certain information to your client.
For example, if you leave heading groups on, but turn off line items, your customer will see the headings and subtotals without the individual items that make up the group on the quote, but you'll still be able to see and edit those items when you edit a quote.
4. Language Settings
The globe icon on the sidebar takes you to the Language Settings, allowing you to customise the wording you use on your quote. For example, you might call these documents an Estimate rather than a Quote. Change the language settings to personalise your quote.
You're also able to adjust things like the email language sent from Streamtime here, acceptance language, and terms and conditions.
5. Adding an item or heading
Add additional headings or items to your quote by clicking the add button on the left between items. Insert headings to create groups within your quote. You can also add a blank item, an item or expense from your master list, or lastly from the job plan.
The last option of adding from the job plan is most useful if you're editing a quote to include a new, additional piece of work, rather than recreating the whole quote again.
6. Merging and reordering
The black bar across the top give you your actions for the quote, including merging and reordering of items.
Tap Merge items to merge items (simple, huh). You'll see checkboxes appear for each item on the left. Select the items you want to merge. By default, the first item you select will be the item that 'catches' the rest, indicated by a blue checkbox. Once you click merge, the items will add together: the total will include everything selected, and your quantity and unit rates will merge.
But wait! Why are you merging? Another way of showing different information without losing information is to turn off line items but leave heading groups on. By adding an introduction to your heading group, you'll be able to show a group of items without having to merge them.
If you want to reorder the way items appear on the quote, click Reorder. Then, simply drag and drop your items into the order you want. Once you're happy — save the sort order. Done!
Pro tip: When you're in either of merge or reorder mode, just hit the esc button if you want to cancel it all and return to editing mode without saving your changes.
7. Sending a quote
Once you're ready to send this quote, tap the Preview and send button. You'll see the preview of the quote on the left.
Change the template of the quote by clicking the cog button and selecting from our two template layout options (Streamtime and To The Point), plus a number of font options.
Enter the address of the recipient, and change/adjust the pre-populated subject line here. You'll be able to add your custom message to the email here too.
Note you can download the PDF here yourself for your records, and if you prefer to attach it separately to an email, mark it as sent manually in the 3 dot menu here. Of course, we recommend using Streamtime to send your quote so this process is automated for you.
8. What your customer sees
Once you've sent a quote, your customer will receive the email, and be sent a link to approve or decline a quote online. This is what they'll see.
When the customer accepts or declines, you'll see that in your Streamtime account. You can also manually accept or decline a quote yourself from the quote or the quote list, in case your client gives you the go-ahead via email or over the phone.
Pro tip: When a quote is approved the quoted figure becomes the budget on the job. This way, you'll be working towards the figure that your client expects to pay, and the figure that you expect to be paid by the client at the end of the day.