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Quote Creation

This is a guide to Quote creation in Appliance.io

Nisa avatar
Written by Nisa
Updated over 2 months ago

This is a guide to Quote creation in Appliance.io.

This guide will walk you through the process of creating a quote using Appliance.io. The quoting system streamlines customer interactions, helping your sales team generate accurate quotes efficiently while minimizing duplicate customer entries. Below are the detailed steps and best practices to ensure smooth quoting.

From any page within Appliance.io, click the “Start a Quote” button at the top of any page, next to the company logo.

Select Customer Type
Choose whether the quote is for:

  • New Customer: Create a new profile for first-time customers.

  • Existing Customer: Search and select an existing profile to maintain purchase history.

Classify the Customer

  • Individual: For personal, retail customers making household purchases.

  • Company: For business buyers ordering in bulk, often contractors or builders.

Duplicate Detection
If duplicate customer entries are found, a warning popup will appear. Select the appropriate customer profile to avoid duplicate records.

New Customer Entry
Fill in the required information:

  • First Name, Last Name

  • Mobile Phone (required for SMS notifications)

  • Email Address

  • Street Address

Note:

  • Use valid mobile numbers to ensure SMS notifications are sent.

  • Double-check email addresses, as incorrect entries will not notify the user of delivery or order updates.

Important Notes:

Address Entry

  • Use the auto-complete feature powered by Google Maps.

  • If the address isn’t recognized, manual entry is allowed.

Same Billing & Delivery Address
By default, billing and delivery addresses are the same. Uncheck this option if they differ.

Tax Exempt Option
Only Super Admins can add tax-exempt details. This setting affects future quotes and orders but won’t apply retroactively.

Once all the required information has been entered, click the “Next ->” button to proceed to the next stage of the quoting process. If a duplicate entry warning appears, review the options and select the correct customer.

The next page is the main interface for Quote Creation.

The Quote Number is displayed at the top and remains unique. The Creation Date and Expiration Date are also shown for tracking purposes.

Notification Setup
Use the Notification Bell to schedule email reminders for yourself or other sales associates.

Delete Button

This button is the only way to delete a quote. All Quotes are saved permanently unless explicitly deleted using this button. Quotes cannot be deleted if there have been any payments made towards that Quote.

Select Action Menu
This dropdown offers the following tools:

  • Print: Generate printable copies with or without prices or model numbers.

  • Email: Send the quote directly to the customer or other recipients.

  • Download: Save quotes locally with flexible output options.

  • Changelog: Review all changes made to the quote.

  • Add Home Visit: Schedule a Survey or Service visit for the customer.

  • Duplicate Quote: Create a copy of the current quote for new or existing customers.

View and Edit Information:

Billing and Delivery information is displayed in the top section of the quote page.

If any details are incorrect, click the Pencil icon to edit. Please note that changes to a quote do not update the customer's permanent record—manual corrections in the customer profile may also be needed.

The edit icon is the Pencil shown next to the header. This same icon is used as the edit icon throughout Appliance.io. Some users will have access to more editing features than others. All information can be edited by a Super Admin.

This section shows the store location and assigned salesperson. Managers can update the salesperson if necessary. These details will appear on all printed, emailed, or downloaded quote copies.

Adding Items to a Quote

Line Items and Package Deals:

  • Click [+ Line Item] to add individual products or [+ Package Deals] to group related items.

  • A search box allows you to search by model number or package name. If the product does not exist in the system, click Custom Product to manually enter product details.

Auto-Scheduling:

  • Use the toggle next to the Auto-scheduling option to enable automatic delivery scheduling based on product availability.

The table will expand to show various fields in each column that can be edited.

Product Information:

  • After selecting a product, complete the Condition, Quantity, and Price fields. The total will be calculated automatically.

Custom Models:

  • If using a custom model, ensure that the information is accurate. This data should be corrected later by registering the model in the system to avoid inconsistencies.

This quote will be saved permanently once the first item has been added.

Fulfillment Type

  • Select Fulfillment Type: After adding products, choose how they will be fulfilled. Options include:

    • Local Delivery & Install: Add pre-set or custom installation services.

    • Local Delivery Only: For orders without installation.

    • Pickup: When customers will pick up items directly.

    • Customer Not Sure: If the fulfillment method is undecided, select this option temporarily.

  • Adding Installation:

    • When selecting Local Delivery & Install, choose from available pre-set installs or add a Custom Install.

    • Enter installation details, including names and costs.

Adding a Protection Plan

  • Protection Plan Options: Click Protection Plan to offer extended warranties. Available plans include:

    • 1-Year, 3-Year, and additional custom coverage durations.

    • Ensure the product price meets minimum requirements for the plan to be eligible.

Haul-Away Service

  • Click [+ Add Haul Away] to include haul-away services. Specify the quantity of items to be hauled. Note that haul-away services are typically charged separately and must be added before delivery.

Adding Instant Rebates

  • Use the + Add Instant Rebate button to apply any applicable rebate. This feature ensures that discounts are factored into the total amount.

All items will be collapsed by default when returning to an old Quote.

Notes

Appliance.io offers an advanced note management system, enabling different types of notes to be added at any stage of the quote. Here are the available note types and their purpose:

  1. Navigate to the quote you want to edit.

  2. Scroll down to the Notes section.

  3. Click + Add Notes to open the note editor.

  4. Select the appropriate note type (Delivery, Customer, Company, or Driver).

  5. Enter the note content.

  6. Save the note to attach it to the quote.

Delivery Notes

  • Purpose: Provide specific instructions for deliveries.

  • Visibility: Displayed throughout the delivery process for all employees.

  • Use Case: Add details such as delivery preferences, time slots, or specific customer requests related to the delivery.

  • Note: Delivery notes appear on all printed, emailed, or downloaded versions of quotes and orders.

Customer Notes

  • Purpose: Capture information that the customer expects to be recorded with their order.

  • Visibility: Shown on all versions of the quote or order.

  • Use Case: Include any specific customer requirements or reminders about the order.

Company Notes

  • Purpose: Internal notes for business use that do not need to be shared with the customer.

  • Visibility: Displayed only within Appliance.io for staff, not visible on printed or emailed copies.

  • Use Case: Record internal observations, tasks, or follow-up reminders that are not relevant to the customer or delivery process.

Driver Notes

  • Purpose: Used by drivers for internal communication specific to deliveries.

  • Visibility: Not visible on copies of quotes or orders and cannot be edited by salespeople.

  • Use Case: Drivers can add notes to report delivery status, issues, or conditions at the site.

  • Note: Driver notes trigger notifications to the assigned salesperson. Detailed instructions for using driver notes are covered in the Driver Notes Guide (Link Here).

Delivery Charges

The Delivery Charge box, located in the subtotal section of a quote, is used to apply delivery fees when items are being delivered without installation services.

  • Apply charges for basic deliveries, such as driveway drop-offs or similar non-installation services.

  • Leave the box empty if no delivery fee is required or if delivery is provided at no charge.

You have completed the guide for Quote Creation. The next guide will cover converting a Quote to an Order. (link Here)

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