To add a quotation to your project in Archdesk, go to the Projects tab (top bar menu) and open the list of your projects. Click on the project you want to add the quotation for. Then go to the Quotes tab on your left hand-side and hit the button. A new window will show up and the reference number field will auto-generate a 6-character number for your quote document unless you have a customised naming system in place.
A new Edit Quote window will open.
If you want to offer a quote on the entire project you can insert the offered price here as well. Otherwise, click save and go to the Details where you will be able to add products and their offered prices separately.
Once you save your Quotation you will be automatically redirected to the Details section of the Quote entry you are working on right now. Here you will find a Dashboard of a summary of your offered quotes. You can start adding products and services but you may want to start by adding sections depending on the type of the project you are working on.
⚠️ Tip: Be aware that you won't be able to move items between sections. If you create an item under one section by mistake and would like to move it to another section you will have to delete it and recreate it in the right place.
⚠️ Tip: The tabs are common tabs for your Details and Sections tabs on the left so be mindful especially while using the delete function. There is a different way to delete a section and to delete a quote.
You can add any required files in the Files Tab.
Depending on the way you collect payments you can select the Payment Terms in Archdesk. You can choose between stages and valuation types.
⚠️ Tip: The Stages Rates have to equal 100% otherwise the system won't save your changes.
Once your quotation has all the details that you need for you client, you can save it, preview it in the upper right corner and hit approve when ready. Once you approve your quotation its status will change from "Pending Approval" to "Client Approval". Now your quotation document is ready to be sent to your client.
To send your Quotation to a client go back to the Details Tab on the left. You will see that the status of the Quotation also has changed to Client Approval in this view. Click on File -> Send via E-mail. Select the client's email from your contact list and send the quotation to them.
Your client will get a link with your Quote and two options to either accept it or decline.
Once your client accepts the document, you will get a notification in the system in the upper right corner.
⚠️ Tip: If you see the notification that the client has approved the quotation but the status hasn't changed to "Accounting Approval" refresh the system.
When you client pays the deposit to your account you can go and approve it from the accounting standpoint. The Total Due will change.
Go to the Payments tab and make a record of that payment in the system under the Deposit-Due field.
After you have saved the record of the payment you can immediately create an invoice or assign an existing invoice if your client requested it earlier in the process.
In the invoice window the Archdesk will auto-populate the information that you already have in the system (that's why, at every stage of the implementation, make sure that the information you provide is as complete as possible - it will make your work much easier). You can add the missing information and assign the invoice to the right Account.
Click save and it will redirect you to the invoice, that you now need to approve.
Once your invoice is approved you can send it directly to your client.
To go back to your quotation press View and then the name of your Quote. From there you can also navigate to all your Quotes.
⚠️ Tip: To quickly view the details of a quotation, simply click the quotation reference number in the Projects -> Quotes View