Creating and sending a quote in Joy Pilot is a breeze, allowing you to efficiently handle business proposals with professionalism and ease. Follow these straightforward steps to generate a new quote and share it with your contacts.
If you would like to know how to add a logo to your quotes, see the section 'Adding Your Business Logo' in the country appropriate guide:
'Setting Up Your Joy Pilot Account - NZ Ltd Company'
'Setting Up Your Joy Pilot Account - UK Ltd Company'
Creating a New Quote
Navigate to Quotes: Click on the 'Business' tab in the top menu bar, then select 'Quotes' from the dropdown menu.
Start a New Quote: Click the green ‘Create New’ button. Alternatively, you can click the green plus (+) button and select 'Quote'. This action will open a pop-up window for you to input the necessary data.
Input Contact Details: In the 'To:' field, type the name of your contact. If it's a new contact, a blue 'New' text will appear next to the name, indicating that they do not appear in your contacts. The next time you log in and generate a quote, this new contact will be available in the dropdown menu.
For how to create a contact for UK visit here.
For how to create a contact for NZ visit here.
Fill in Quote Details: Input the quote number, date, and expiry date. All of this information is required. The quote number will automatically fill based on the next number in the sequence from your previous quotes. However, you can edit this number if your contact requires a different numbering system.
Additional Info and Currency: Make sure to select the appropriate currency for the quote and check that your contact details are correct.
Line Items and Terms
Line Items: Describe the work you will undertake, including hours, rates, etc., with the total automatically calculated for you.
Terms: Enter any specific terms related to this quote. For instance, "this quote will expire in 7 working days".
Emailing the Quote
Email Delivery: If you fill in the email address of the contact, the quote will be directly emailed to them when you press ‘save as final’. Note, saving as a draft will not trigger an email.
Email Options: Upon saving as final, you can choose the email option from the Action dropdown list (upper right corner) to send it via Joy Pilot. Ensure you have the email address of your contact saved. (See contact NZ, See contact UK).
Public Link: Alternatively, a 'public link' at the top of the final formatted quote allows you to share the quote with your client by copying this URL and emailing it outside of Joy Pilot.
After Sending the Quote
Acceptance and Editing: The contact can accept or decline the quote via buttons at the quote's bottom. You can edit the quote as needed until it is approved.
Approved Quotes: Once accepted, the quote's status changes to approved, and it can no longer be edited, but can be deleted.
Converting to an Invoice: After completing the work, return to quotes and convert the approved quote into an invoice. The quote will show it has been invoiced but can still be downloaded as a PDF if needed. However, it can no longer be edited or deleted.
Summary
Creating and sending a quote with Joy Pilot is designed to be a straightforward process, ensuring you spend less time on paperwork and more on what matters most in your business. With options to email directly through Joy Pilot or share a public link, managing your quotes has never been easier. And remember, once a quote is converted to an invoice, you maintain a clear and professional record of the transaction that is easy to access and share.