Quotation

A Comprehensive Guide

A quotation, often referred to as a quote, is a formal document that provides a detailed breakdown of the cost of products or services offered to a potential customer. It serves as an estimated price proposal, allowing customers to make informed purchasing decisions before committing to a transaction.

Purpose of a Quotation

Quotations are essential for both businesses and customers:

• For Businesses – Allows sellers to present pricing details clearly, enhancing transparency and trust with customers. A well-structured quote helps businesses close sales more effectively by outlining costs upfront.
• For Customers – Provides a cost estimate before making a purchase, helping them compare prices, evaluate different options, and make budget-conscious decisions.

Essential Elements of a Quotation

A well-structured quotation should include:

• Detailed List of Products or Services – Itemized breakdown, descriptions, quantities, and prices.
• Pricing, Taxes & Discounts – Clear costs, applicable taxes, and any discounts.
• Quotation Expiry Date – Validity period to ensure up-to-date pricing.
• Payment Terms & Conditions – Accepted payment methods, deposit requirements, and late payment policies.
• Business & Customer Information – Company and customer details, including a unique quotation reference number.
• Additional Notes & Terms – Warranties, service agreements, delivery timelines, and completion schedules.

Additional Features for Efficient Quotation Management

1. Print & Save as PDF

   • Businesses and customers can print and save the quotation as a PDF file for future reference.

2. Convert Quotation to an Order

   • If the customer accepts the quote, it can be converted into an order with minimal effort.

3. Clone a Quotation

   • Businesses can duplicate a quotation for similar products or services, making it easier to generate new quotes quickly.

4. Customizable Expiry Dates

   • Allows businesses to set an expiration date for the quotation, ensuring timely responses from customers.

Quotations play a crucial role in sales and customer communication, helping businesses provide transparent, accurate, and professional pricing information. By leveraging quotations, companies can streamline sales, improve customer experience, and enhance revenue opportunities.

Steps to Create a Quotation in O2VEND

Creating a quotation in O2VEND is a simple and efficient process that allows businesses to provide potential customers with a detailed cost estimate for products or services.

Follow these steps to generate a quotation easily!

• Access the O2VEND Back Office – Log in with your credentials to manage orders, inventory, and customer interactions.

• Navigate to the Orders Section – Go to the Orders section from the main menu to access quotation-related features.

• Click "Create Quotation" – Find and click the "Create Quotation" button in the upper right corner to open the quotation form.

• Search and Select the Customer – Type the customer's name in the Customer Search Box, select from the dropdown, or create a new profile if needed.

• Enter Billing and Shipping Address – The system auto-fills stored addresses; edit or manually enter them if necessary.

• Add Products to the Quotation – Search for products in the Product Name Search Box, select them from the dropdown, and add multiple items if needed.

• Review Pricing and Apply Discounts – Adjust quantities, verify unit prices, and apply discounts if applicable.

• Save the Quotation – Review all details, then click "Save" to generate and store the quotation for future reference.

By following these steps, you can efficiently generate professional and accurate quotations, enhancing your sales and customer experience in O2VEND.