There is often a whole process behind managing a Quote from creation through to acceptance by the customer. Where Quotes are and the next step to follow up on them can often be quite difficult to keep track of.
Our new Quotes functionality allows an unlimited number of Quote Processes, each with different steps and associated Activities Checklist made up of text prompts, field prompts or activity prompts, each of which can be made “required” - just as when creating a pipeline for an Opportunity Process.
We’ve added a new Board View, similar to the Pipeline View for Opportunities, so that your users get the same powerful visualization of where all their Quotes are in the process and, by adding the Acceptance step as the final state for all processes, allowing clear visibility of their wins!
Additionally, Pipeliner’s Automatizer feature, Office 365 email integration and many other functions can be combined within Quote processes.
Adding/Updating a Quote Process
Enter the Admin Module — from the Pipeliner CRM Application, click on the App Switcher in the top left corner and choose “Administration” ⤵
NOTE: Only Users with Admin Rights will see the Administration menu
Select "Processes" from the menu and then click on the “Quote Processes” tab ⤵
Before you make any changes, you’ll see one existing process named “Default Process”. Click on this process to open up the right hand panel so you can change the name.
From the right hand panel, you can also select a colour to be associated with this process and can manage your Quote Steps ⤵
Click on “Add Quote Step” to create a new step and add it to the end of your process (before the Accepted step which you will see for every process when using the Web application) ⤵
Click on an existing Step and then on the pencil symbol to edit the details. You can change the name of the Step as well as add Sale Activity Checklist items and, in addition, there are 2 Quote-specific options that can be selected ⤵
Read-Only form - this sets all fields on the Quote to read-only when the Quote is moved into this step. You’d choose this option if no changes should be made to a Quote once it has been submitted to the customer, for example.
Version increment - choose this if the Quote’s Version Number should be incremented if the Quote is moved back into a particular step. For example, this allows for the situation that the Quote was returned back to a previous step to implement changes requested by the customer, so the new draft will have an incremented version number
Sales Activity Checklist
The Sales Activity Checklist includes the Activities (prompts to plan Calls, Tasks, Appointments), Fields (prompts to fill in values in specified fields) and Checkboxes (Text prompts which act as reminders) that together define your company’s best practice for managing Quotes through the process.
Each Step can have its own independent checklist making it easy and clear for your users what their next action should be when they are responsible for managing a Quote.
For each Checklist item, you can choose to set it as:
“Not Required” - an informal prompt for your users
“Required” - must be done/ticked/filled in in order to move the Quote into another Step
“Activity Completed” - in the case of an Activity, the Activity must be marked as “Completed” in order to move the Quote into another Step ⤵
When you have completed your preferred options for the Step, click on Modify ⤵
Finish off the rest of your Quote Steps and then click on “Save” to save your process ⤵
Once your first process is complete, you can add additional processes either by clicking on “Add New Process” or by copying an existing process and then amending.
If you click on “Add New Process”, you’ll need to add a name and at least one Quote Step in order to save it by clicking on the “Create” button ⤵
Deleting a Process
You can delete a process but please note that any Quotes currently in that process will then only be visible from the Quotes tab of an Opportunity, Account or Contact they are related to or by using Reports to access them (from version 4.15) ⤵