Quote Record - Access from Quote ID quick link or Search for a Quote ID using the Search in Quotes selection within Quick Search to

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1 Manage quotes using the JOBS & QUOTES tab. Once a quote is created, you can schedule, edit, print, invoice, , create a new version, or delete. The quote record is accessible from the quote ID that is system-generated at the time a quote is initially created. By managing your quotes, you can easily stay current with quote status, job lead availability, or quote duration. Take instant action to invoice directly from the quote record when the quote is complete and not auto-invoiced. The Quote Record, Quotes List, Jobs List, and the SCHEDULER sub tab provide visibility to the details of your service operations. The following settings affect managing quotes: COMPANY - PDF/ , Cost, Labor, Quote Numbering, Tax Settings, and Quote Terms and Conditions to review for display options, costing, labor rates, tax rates, and format or content of Terms and Conditions. ROLES & RIGHTS - To manage quotes from the web requires permissions in the 21 Quotes Settings Areas in either Role or User Roles & Rights security settings. Manage quotes from the following areas: Quote Record - Access from Quote ID quick link or Search for a Quote ID using the Search in Quotes selection within Quick Search to Quotes List and Jobs List Use the list actions of filtering and sorting on either the Jobs List or the Quotes List plus the multi-select Jobs List actions for deletion, invoicing, assignment or reassignment, or printing. SCHEDULER sub tab provides a single pane of glass view into quote activity.

2 Manage from the Quote Record The Quote Record contains the Quote Summary and Tasks. When it is a Field Quote, the Quote Record will also include Details, Job History, Crew, and Time & Labor. JOBS & QUOTES tab QUOTES LIST sub tab [Select Quote] Quote Actions Action Edit Quote Summary Approve Quote Description ESelect edit to revise or modify a customer, contact, and asset. Add additional information and specifics about the quote to the Job Description field. Quote custom fields will be available if they contain information. Empty custom fields will not display. A Job Location map will display with a map pin on the quote location. Hover over the map pin for the job location address. This action requires permission to Enable Edit Summary right ASelect the APPROVE QUOTE button when the customer has accepted the criteria and pricing of a quote. Once selected the APPROVE QUOTE button will display green as in the following example: This selection will also activate the Convert to Job button in the Actions side panel Reject Quote Select the REJECT QUOTE button when the customer disapproves or eliminates the quote as written and presented. 2 Page 10/01/16 Updated

3 Action Description Once selected the REJECT QUOTE button will display red as in the following example. An alphanumeric Reject Reason field will display to log the customer s reason for declining this quote. Select the Create new version button to modify the quote for the customer s approval. SSchedule Quote Select to enable a set of Details fields to schedule the field quote. Easily change this In-house quote to a Field quote by scheduling. EEdit Details Job History EEdit Crew MManage Time & Labor MManage Tasks Cancel PPrint I Invoice this VQuote or View Invoice C Create new version Select edit to revise or modify the scheduled date and time, Estimated duration or to make a multi-day job. View dispatch and sync statuses. Alter current cost, current price, and current profit displays in tasks if costing permissions exist. This action requires permission to Enable Edit Details right At-a-glance view Current Crew Travel Durations and Current Duration. Open to view each Event plus each Date& Time stamp. Add or delete crew, change job lead, start or end travel, or change quote status for an individual or for the entire crew. This action requires permission to Enable Edit Crew right. This action requires permission to Enable Travel Time right Add crew member for labor, view and edit time log and add chargeable hours to an invoice. This action requires permission to Labor Price - Edit right Add and delete tasks, view task grid for cost, price, number if items or number of attachments by task. Open task to view task description, view and add task notes, open items to view items grid and to add items or change cost, price, or quantity when permissions exist, and open attachments to view attachments grid and to upload additional attachments or to edit or add a caption This action requires permission to Add Tasks To Quote, Remove Tasks From Quote, Add Item to Quote, Remove Item From Quote, Quote Cost Edit and Quote Price Edit rights You can cancel edits and navigate from the quote record to the quotes list any time before selecting the SAVE button. Select to create a PDF (Portable Document Format) file for immediate download to your default downloads folder. Open and right-click to select print using your browsers print function. Additional details in Print Options for Jobs and Quotes document. This action requires permission to Enable Print right Select to compile quote details on an invoice preview. Review the details on the invoice and either make changes on the invoice and SAVE or cancel the invoice and make changes on the quote record. Changes made on the invoice will not appear on the quote record. View Invoice button indicates an invoice has been created for this quote. Select to view the invoice. Select to replicate the quote record. Cloning the quote record will replicate the entire record, and allow you to change any of the information. This is especially helpful when creating several diverse options for the same customer requirements. 3 Page 10/01/16 Updated

4 Action Convert to Job Delete Description Select to send an with a link or PDF attachment(s). When sent by , PDFs contain details such as job/quote ID, customer address, job lead and crew, job description, task attachments and notes, and work details based on your company preferences. The details of the job or quote can be sent to customer and/or crew recipients. Additional details in Options for Jobs and Quotes document. This action requires permission to Enable right When a quote has an Approve status Click to delete the quote. A pop-up will confirm the request to delete this quote since you will be unable to undo this action. This action requires permission to Enable Quote Delete right 4 Page 10/01/16 Updated

5 Manage from the Quotes List The quotes list is a record of your quotes displayed by date range. Sort, filter, and view select grid columns to quickly and easily find a specific quote, locate quotes meeting a set of parameters, and manage the status, scheduling, invoicing, and ongoing profitability of quotes. When you have a strict expiration date on quotes due to fluctuating pricing or supply and demand, initiate a filter by pending status to follow-up with customers nearing their expiration date. JOBS & QUOTES tab QUOTES LIST sub tab The first column on the Jobs List is a checkbox for the row. Click on the checkbox to select the row. Selected rows will change color and a check mark will display in the checkbox. Click on the checkbox in the header row to select all rows in your list. 5 Page 10/01/16 Updated

6 Multi-Select Action Delete Invoice Assign Print Description Removes Quote(s) from your account. Be certain this is the desired action as this action cannot be undone. Deleted quote(s) are unrecoverable later. Create one (1) invoice with multiple quotes at the same location for a Customer. You can invoice hundred (100) quotes at a time, but not a combination of jobs and quotes. Change the Job Lead on one or more quotes when the assigned Job Lead is unavailable or the quote is unassigned. This action will remove quote(s) from initial Job Leads mobile dashboard and notify new Job Lead of reassignment. Place assigned quotes in the unassigned queue using this action. Create a PDF with multiple quotes listed. You can print 100 quotes at a time. Each quote will start on a new page. Use the following steps to enable a multi-select button: Step 1. Step 2. Step 3. Filter your Quotes List to display a list of quotes desired for a multiaction. Choose the quotes that you want by selecting the check box on the left side of the quotes grid. Click the multi-select button on the top left to delete, invoice, assign or print the selected quote records The Quotes List is a log of all your companies quotes and quotes. View real-time data about your quotes, quickly collect information on costs or profit, evaluate estimated duration and actual time gaps, or review past seasons quotes to plan and prepare for the coming months. 6 Page 10/01/16 Updated

7 Manage from the SCHEDULER Keep technicians on track and on time using the SCHEDULER Board and Map View. With this real time visibility, assign quotes to employees and contractors and filter views by location, technician(s), crew(s), customer, or quote status. With the color coordination of the jobs, it makes it quick and easy to locate your technicians and assign/reassign quotes. Assign or Reassign a Quote From the Scheduler, you can see the availability of your technicians, and you can monitor their activity and the duration of time spent on a job. If they are going over the estimated time, you may need to move their upcoming appointments. The scheduler includes drag and drop capabilities that make it simple to assign a quote from the unassigned jobs/quotes, or reassign a quote to a new technician. You can grab the quote from a technician and simply drop it on a new time slot or new technician. From the Unassigned jobs/quotes, simply click inside the box and hold it until you get to the technician and time that you want to schedule. Release and the scheduler will refresh to reflect the changes. 7 Page 10/01/16 Updated

8 Scheduler Blocks are Time Slots Time slots are represented by separate blocks. A job with a slot on Monday, Tuesday and Wednesday respectively will have a block per slot on each of those days. This gives detailed visibility of techs' schedules. Time Slots represented by individual blocks in the Scheduler Dragging individual time blocks Each time slot block (time block) is independent of the others when doing simple drag and drop operations. When a user drags a time block, only that block will move. This allows very granular control of techs' schedules. To manage groups of time blocks right click to use the multi-select menu. Dragging multiple time blocks To carry out bulk operations like rescheduling the entire job, reassigning all of a tech's time blocks, etc., use the multi-select menu. Right-click on any block in the job you want to modify. The menu gives three selection options: Select entire job o When the Entire Job option is selected all applicable blocks, even if some blocks are hidden from view will be changed. Take a job with blocks on Monday and Tuesday, where the user is just viewing Monday, if the user selects the Entire Job option, then all of Monday s and Tuesday s jobs will be selected, despite Tuesday s jobs not being visible. Select entire time slot Select all blocks for the active tech Then, with the desired blocks selected, the user can reassign or reschedule as appropriate. 8 Page 10/01/16 Updated

9 Change Duration Change the duration of a time block by dragging the end of a block will change the duration of that block only. It is possible to modify the duration in bulk using the multiselect menu. Snapping To help users align time blocks in the scheduler, a block will tend to snap to the scheduled time of other blocks on the same job. This helps prevent superfluous time slots being created and improves usability. Job Lead Confirmation Dialog Box Job Lead's blocks can be reassigned to other techs without automatically making the new tech the Job Lead, but when the Job Lead's last block is reassigned the user will be prompted to confirm if they want to make the new user the Job Lead. This provides flexibility when re-scheduling time slots. Unassigned Jobs Unassigned jobs are those that have no Job Lead, and in some cases no crew. Keep in mind that even if the majority of time slots on a job are unassigned, when there is a Job Lead on at least one time slot, then the job is no longer classed as Unassigned. This means that the job will not show in the Unassigned Jobs List in the Scheduler. Dragging and Dropping unassigned jobs If a job has multiple time slots, when it is dragged and dropped from the Unassigned Jobs List onto a tech's row in the Scheduler, that tech will be assigned to all of the job's time slots. Overlapping time slots will be stacked in the browser. 9 Page 10/01/16 Updated

10 Using the Map View The pins on the map are coordinated with the color for the job/quote status. The map view is a great tool for dispatchers to locate technicians and see the status of their jobs. The find my technician feature allows you to instantly ping the technician for an update on his locations. The map view also includes a mapping tool that measures the distance between jobs. If a customer calls and needs to schedule an appointment that day, you can quickly see the available and closet technician to assign the job. Please refer to the Scheduler Module for more details on the functions of the scheduler. 10 Page 10/01/16 Updated

11 Tips and Techniques Consider the following tips and techniques as you manage quotes. Type in a letter or a few letters to narrow the Customers List, Contact List or Assets list when using the smart search functionality. Custom Fields must first be defined in settings CUSTOM FIELDS Job / Quote to appear on the quote entry page. Refer to the document on how to create custom fields for additional information. Create a custom field for Jobs/Quotes that is labeled Job Type and provide a dropdown select of your common job types plus quotes. This will provide a way to filter out the quotes and not capture pending or rejected quotes that were not performed. To invoice multiple quotes on one invoice, the quotes must be complete and the Customer s job location must be the same. When you have a strict expiration date on quotes due to fluctuating pricing or supply and demand, initiate a filter by pending status to follow-up with customers nearing their expiration date. To manage quotes from the web requires Enable Quote List, Enable Quote View, Enable Scheduler, Enable Edit Summary, Enable Edit Details, Enable Edit Crew, in either Role or User Roles & Rights security settings. Display the Task Notes within the task details on a Job PDF, Quote PDF, or an Invoice PDF. Additional details on the Print or Actions on a Job Record are contained in the documents Print Options on a Job or Quote and Options on a Job or Quote. To invoice multiple jobs or quotes on one (1) invoice, the jobs or quote must be complete and the job or quote location must be the same. Invoice hundred (100) jobs or quotes at a time, but not a combination of jobs and quotes. 11 Page 10/01/16 Updated

12 Summary Activity Manage quotes from the Quote Record, Quotes List, Jobs List, and the SCHEDULER sub tab to provide visibility to the details of your service operations. Activity 1: Modify a Quote Record Step 1. Select a practice quote Step 2. Change Customer & Location or Contact, if available Step 3. Enter in additional detail in Job Description Step 4. View current Quote History Step 5. Extend quote for the next 2 days Step 6. Add a crew members and start travel for new crew member Step 7. Add another user to Time & Labor Step 8. Modify Date &Time in crew s Time Log Step 9. Create Chargeable Hours for each crew member on quote Step 10. Add two (2) items and one (1) attachment to a task Step 11. If permissions exist, modify price and cost on task or an item Step 12. Click SAVE Activity 2: Multi-select quotes to invoice from the Jobs List Step 1. Step 2. Step 3. Step 4. Step 5. Filter your Jobs List to display a list of possible completed quotes to invoice Choose the quotes that you want invoiced by selecting the check box on the left side of the jobs grid. Click the invoice multi-select button on the top left. An invoice preview will display Review for accuracy and SAVE to create an invoice Activity 3: Reassign today s quotes when a job lead calls in sick Step 1. Step 2. Step 3. Step 4. Step 5. Filter your Jobs List to display all scheduled quotes for job lead for today Choose the quotes that need to be reassigned to a different job lead by selecting the check box on the left side of the jobs grid. Click the assign multi-select button on the top left of the jobs grid. Select the user to assign selected quote(s) to using the pop-up and then Save. Repeat until all quotes are reassigned. Managing Quotes is a critical dispatcher role responsibility. Practice several situations that are common to your operation to help define expected actions and gain confidence. Extensive repetitive practice activities will assist in reacting efficiently during busy, hectic days. 12 Page 10/01/16 Updated