Purpose
The Quotes module allows users the ability to handle all of the project management and estimating items that could arise during the lifecycle of a service or residential project. Some of the features of the Quotes module includes: The ability to organize and track quotes for potential or existing clients. Track quote stages and follow-up dates. Utilize existing integrations with estimating applications to build a profession proposal. Generate digital eForms to build your estimates to utilize our eSign and ePay capabilities and eliminate the need for pen and paper. Communicate with the customer via email or text, and when accepted, and transfer all the relevant Quote information directly into a Job.
Videos
Quotes Module List View
The Quotes module list view displays all active quote records and provides tools for managing and filtering quotes:
- Create new records
- Run reports
- Import quotes list
- Search and filter quotes
- Track follow-up dates and communications
Button Bar / Progress Bar
Located at the top of the page, this multi-colored bar provides quick access to filtering quotes by these criteria:
| Button Label | Selected |
| Unassigned | Quotes without assigned users |
| Unscheduled | Quotes without associated schedules |
| Incomplete | Quotes not yet sent to clients |
| Sent | Quotes marked as sent |
| Follow-up | Quotes with past due follow-up dates |
Search & Filter Options
| Quick Search | Search by contact, company name, or keywords |
| Blue Filter Options | Filter by All, My Quotes, My Due, Favorites, Rejected |
| Gray Filter Options | Sort by clicking on the column headers (ID/Stage, Client/POC, Address, Description fields) |
Advanced Filter
Primary Fields
| Internal ID | System-generated unique identifier for quote |
| Sell Price | Total selling price of quote |
| Stage | Current status in quote lifecycle |
| Type | Quote classification or category |
Client Information
| Client | Customer account name |
| Display Name | Alternate or preferred client name |
| Contact | Primary point of contact |
| Client Type | Classification of client account |
| Jobsite Address | Work location for quoted services |
Quote Details
| Description | General scope or summary of quote |
| Stage (Item) | Current status of individual line items |
| Material (Item) | Filter by specific materials included |
| Product/Service (Item) | Filter by quoted products or services |
| Notes (Item) | Search specific line item notes |
| Tax Rate | Applied tax percentage |
| Tax Exempt | Indicates tax exemption status |
Tracking Fields
| Activity Log | Search quote activity history |
| Activity Log Date/Time | Filter by specific activity timestamps |
| Assigned | Quote owner or responsible party |
| Salesperson | Sales representative |
| Email Capture | Related email communication code |
| Follow-up Date | Scheduled follow-up deadline |
| Notify Client Date | Date client notification was sent |
Dates
| Date | Quote creation date |
| Sent Date | Date the Quotew was marked as "Sent" |
| Scheduled Date | Related Schedule record date |
Organization
| Facility | Associated company facility |
| Division | Business division |
| Project | Related project reference |
| Source | Origin of quote request |
Custom Fields
| Attribute Name | Custom attribute identifier |
| Attribute Field | Custom attribute value |
Status Toggles
| Archive | Show archived quotes |
| Active | Display active quotes |
| Time Clock | Show time-tracked quotes |
| Incomplete/Unsent | Display pending quotes |
Generate Reports
Create PDF reports of your current quote list:
| Basic | Quote ID, stage, client name, and address |
| Detailed | Comprehensive quote information including line items and totals |
Dynamic Grid
Select to enable the alternative list view called Dyanmic Grid. Display only the columns and fields of data that you want.
"⚙️" Icon
| CSV Template | Generate a blank CSV template with all of the Quote specific fields. Useful for importing multiple Quotes. |
| Import Records | Import used to import new Quote data. |
| Dynamic Charting | Advanced reporting that allows users to filter and chart Quote and Job data in unique ways. |
Selected Quote
Overview Mode
The main data hub for individual quotes.
Button Bar / Progress Bar
Manage quote status and actions with clickable buttons in the overview mode.
| Button Label | Function | Access Required (If Any) |
|---|---|---|
| Assignment | Review this button to view or select an assigned user to manage the quote. To assign or remove a user, simply select the button and use the "+" icon or trash can icon to modify. | N/A |
| Schedule | View and create new schedules for a quote. The quote will always display the last schedule created. Simply click the button to view or create a new schedule for your quote. | N/A |
| Client Notification | Select this button to notify a client of their quote directly through TRUE. You will be given the option to text or email this notification based on your potential client's communication preference. TRUE will then store the last notification date for your reference and display it on this button. | N/A |
| Manager Approval | Managers within your company can use this button to review a quote before it is sent to a potential client. Controlled by the following Access ID. | 912 |
| Sent | Select this button when a quote has been sent to the potential client. When this button is selected, TRUE will then display the following "Follow-up" button. | N/A |
| Follow-up | Once a quote is marked as "sent" use this button to set a follow-up date. Simply click the button to then select or type the date you would like to follow-up with your potential client. | N/A |
| Sales Approval | Sales staff can use this button to approve all details of the quote before it moves forward within the sales process. Controlled by the following Access ID. | 912 |
| Job | Select this button when a quote has been approved by the client and you are ready to begin work. This button will move all of your quote information into the "Jobs" module and create a new active job record based on the information within the quote. Controlled by the following Access ID. | 889 |
Options button
| Edit | This card allow you the ability to edit all related Quote information, such as Client, POC, Address, ID, and more. |
| New Contact | Allows the user to create an additional Contact record, linked to this Quote. Select the “View” button to view related Contacts. |
| Down Payment | This button allows the user the ability to record a Down Payment for this project, as well as upgrade it to a Job. |
| Favorite | Allows the user to save this record as a “Favorite”. Favorites can be filtered within the Quotes module list view. |
| Lock/Unlock | Allows a manager level user the ability to lock this Quote. |
| Transfer to Bid | Moves the Quote record and related information to a newly created Bid record in the Contracts workflow. |
| Optional App | Opens any optional application that has been configured for use. Most commonly TRUE Fence. |
| Duplicate | Allows the user the ability to create a copy of this record. |
| Delete | Permanently deletes this record. |
Additional Fields/Buttons
| Attributes | Add custom data fields. Can be modified via “"⚙️"” icon > “Attributes” module. |
| eForms | Select to view the available eForms for the Quotes module. Choose any within the drop-down prior to generating. |
| Description | Enter project scope and details. Displays in the Quote header and most Quote eForms. |
| Activity Log | Track quote history and updates. Automatic system and manual entries will be recorded. |
| Stage | Update the current stage. Stages can be modified via the “"⚙️"” icon > “Categories” module. |
Performance Data
Select the arrow icon next to the description field to view related performance data.
| Labor Cost | Displays total labor costs for all line items set as “Labor”. |
| Labor Markup/Margin $ | Display the total labor markup amount for line items added to the quote. If Margin is enabled, margin will be displayed instead. |
| Labor Markup/Margin % | Display the total labor markup percentage for line items added to the quote. If Margin is enabled, margin will be displayed instead. |
| Material Cost | Displays the total material costs for line items set as “Material”. |
| Material Markup/Margin $ | Display the total Material markup amount for line items added to the quote. If Margin is enabled, margin will be displayed instead. |
| Material Markup/Margin % | Display the total Material markup percentage for line items added to the quote. If Margin is enabled, margin will be displayed instead. |
| Taxes | Displays the total tax calculated for the Quote. |
| Sell Price | Displays the Sell Price with tax included for the Quote. |
| Sell Pre-Tax | Displays the Sell Price without tax for the Quote. |
Items Mode
Manage line items for labor and materials. Add products and services. Set quantities and prices, apply discounts or markups and calculate quote totals
| # | Within this column you will be able to view and modify the quote item order. |
| Product / Service | This field will either pull from the product or service you have stored within TRUE and chosen for this quote, or allow you to click and type your desired product or service description. |
| Procurement | This section will allow you to view the procurement or inventory status of the product you have added to a quote. |
| QTY / HRS | This column will allow you to view or modify the desired quantity or hours being assigned to a line item. |
| Price / Rate | This column will allow you to view or modify the desired price being assigned to a line item. |
| Total | This column will allow you to view the total cost of the line it you created based on the line item QTY/HRS and Price/Rate. |
"≡" Icon
| Material/Labor | Toggle whether the line item is a Material or Labor line item. |
| Billable/Non-billable | Toggle whether the line item pricing is to be included or not. |
| Copy | Copy the line item. Users can use the “+” icon > “Paste” feature to paste to another quote. |
| Duplicate | Create a copy of this line item. |
| Delete | Permanently delete this line item. |
“Gear” Icon
| CSV Template | Generate a blank spreadsheet file containing all available Quote line item fields, used for bulk importing line items into the system |
| Load Template | Import a previously saved line item template to populate the current Quote with standardized items and pricing |
| Table View | Switch to an alternative grid layout that allows for easier viewing and editing of multiple line items simultaneously |
| Travel Calculator | Access the built-in tool for calculating travel-related expenses and automatically adding them as line items to the Quote |
| Import Records | Import line items from an external CSV file into the current Quote, must match the system's required format |
| Integrations | Connect with third-party estimating and takeoff software to import line items directly into the Quote |
| Custom App | Launch specialized industry-specific applications that have been configured to work with the Quote Items mode |
Tasks Mode
Create and manage tasks associated with the quote:
- Assign tasks to team members
- Set due dates and track completion
- Filter tasks by status (incomplete, overdue, all)
- Generate task reports
Filter Options
| View Incomplete | Display unfinished tasks. |
| Overdue | Show tasks with past due dates. |
| Show All | Display all tasks. |
| View in Tasks Module | Open the selected Quote tasks directly in the Tasks module. |
Task Fields/Buttons
| Description | The text within this field serves as a task description of work that needs to be completed. |
| Assigned | Assign a TRUE user to each task. |
| Stage | Assign and update task stages within this section. Stages can be modified via “"⚙️"” icon > “Categories” module. |
| Due | Click to select or type a due date for each task to be completed. |
| Checkmark | When a task is complete, select this checkmark icon. |
| Trashcan | Use this icon to delete a task from the list. |
| Generate a Report to summarize tasks. |
Creating a Quote
To Create a Quote in TRUE, simply start from a Lead and “upgrade” that to a Quote. Track the lifecycle of your sales leads more effectively with this workflow.
From Lead
For optimal sales tracking and reporting, upgrade Leads to Quotes using these steps:
- Open the Lead record
- Click "New" Button
- Select "Quote"
- Choose to create new Client, select existing, or skip Client linking
New Quote
To create a Quote without a Lead:
- Click "New" and select "Quotes", or use the "+" icon in the Quotes module
- Enter client details with the “Edit” card. Click the fields to enter new information, or select the "pencil" icon:
- Client name
- Contact person
- Address
- Use the "pencil" icon to create or search for records
You can also create Quotes using the "New" button anywhere in the Jobs workflow.
Note: If you exit before completion, return to the Quote details by selecting "Options" > "Edit" in the Quote record.
From Calendar
To create a Quote directly from the Calendar:
- Select a Calendar “Schedule” record
- Click the “gear” icon
- Select “Edit”
- In the “Job/Contract/Work Ticket” field, select the “+” icon
- Select “New Quote"
- Enter client details with the “Edit” card. Click the fields to enter new information, or select the "pencil" icon:
- Client name
- Contact person
- Address
Note: Requires “Calendar” access. Users must access the Calendar through a “TRUE” window ("lightning bolt" icon > “Calendar”)