Quotes
Acting Office is designed to simplify and expedite the creation, management, and approval of quotes, ensuring a seamless experience for both the user and the clients. With Acting Office, one can effortlessly generate detailed quotes for existing and new businesses, complete with service descriptions, pricing, VAT rates and optional discount. The platform offers efficient tracking and quick action buttons for viewing, editing, and emailing quotes, all from one centralised location. Clients can easily review and accept quotes online, complete with e-signature capabilities, facilitating swift approval and subsequent steps like payment collection and onboarding.
Creating and sending a quote for a new business
Navigate to the lead profile and click on the 'Add business' icon. Once the business details are provided, you can either 'Save' it there or can also select the 'Save & Quote' button to simultaneously create a quote for the newly added business.
Creating a quote for a new business Enter the date on which the quote is created. For your convenience, the current date is automatically filled, but you may change it using the calendar icon.
Select the first response from the dropdown. A first response is the initial point of contact who handles inquiries, provides basic information, and acts as a point of sale for a particular transaction.
Choose the services from the list. The description and price will be fetched from the details saved in the practice profile. You can edit these details if necessary.
Additional services can be included by selecting the 'Add' icon and removed by using the 'Delete' icon.
'Save' the quote. Alternatively, click on the 'Save & Email' button to send the quote via email.
Creating a quote Use the quick action buttons to view, edit, or email the quote.
Quick action tools
Note
If applicable, a discount note may be included. You have the option to either make this note visible to the client or keep it for internal use only, by simply clicking on the checkbox.
The applicable VAT rate can be selected from the dropdown provided.
Saving the quote
Creating and sending a quote for an existing business
Navigate to the business and click on the quote icon. Alternatively, use the shortcut ‘Shift + Q’.
Creating a quote Quotes can also be created through the ‘Quotes’ section placed under the sales head from the left panel.
Alternative way Just like the steps above, select the service, add a description if necessary, input the quote amount, and click on the 'Save & Email' button
Viewing and accepting quotes on the client's end
Clients can view the quote details by clicking on the button present in the email. On viewing the quote by the client, an email notification is sent to the accountant as quote access alert. An ‘Accept’ button is available at the bottom of the quote.
'Accept' button at the client's end After clicking on the accept icon, sign the quote using one of the following methods: a. Enter text initials.
b. Draw like you would on a physical copy.
c. Upload a signature.
Signing the quote After a quote is approved, the user is redirected to the payment collection process, or information sharing screens, depending on the practice’s requirements.
Upon client's approval of the quote, the signatory's details, along with the date and time of the signing, are displayed by clicking on the reference number of the respective quote.
Stages of quotes
There are several stages through which a quote passes through -
Drafted- Upon creation of the quote, the status of the quote is marked as ‘Drafted’.
Sent- Once the quote is drafted and sent to the client, the status is marked as ‘Sent’.
Accepted- Upon approval of the quote from the client’s end, the status of the quote is marked as ‘Accepted’.
Rejected - If the quote has been rejected, the status of the quote is marked as ‘Rejected’.
Stages of quote
Hope this is helpful.
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