Create a Quote

A Quote is a proposed Subscription Contract. Use the Quote functionality to send the details of a proposed Contract to a Customer for review and sign off. You can also collect payment information up-front, if desired, and create a Subscription Contract without having to re-enter Contract details.

Preconditions:

Quotes is a separate add-on within Ordway. Contact us to add Quotes to your configuration. 

1. The Customer must already exist in Ordway.
2. Products must already exist in Ordway.

Steps:

1. Navigate to Menu > Quotes.
2. Click Add.

3. Select the Customer to send a Quote to.

4. The Bill To and Ship To contacts are retrieved from the Customer details. 

5. Enter the Quote Date - The date the user created the Quote.

6. Enter the Expiry Date - The date this Quote can no longer be accepted.

7. Edit the Currency from the available drop-down menu as needed. 

8. Select the Payment Term from the available drop-down menu.

9. Add optional Notes regarding the quote.

10. Enter the Sender and Recipient name and email identifying the required signatures on the Quote to qualify the Subscription.

11. Populate Quote Details:

• Contract Effective Date - The date the Contract begins.
• Service Start Date - The date services to be provided will start.
• Billing Start Date - The date the Customer starts being billed.
  
  Require Payment Info - When toggled ON, potential client is required to provide payment information before the quote is accepted. 

Select Quote Template or Custom File:

• Template - Generated in Ordway via Menu > Setup > Manage Templates to include information from the proposed Subscription.
• Custom File - Separate file can be uploaded as part of the Quote.

Select Contract Term:

• Evergreen - The Contract automatically renews.
• Termed - The contract has a set term length and must be renewed separately.
  • Select Term Length - Number of months the Contract will last.
    • Select a set number of months.
    • Create a custom Contract length by selecting a specific Contract end date.

Select Renewal Term (for Termed Subscriptions only):

• Evergreen - The Contract automatically renews.
• Termed - The contract has a set term length and must be renewed separately.
  • Select Term Length - Number of months the Contract will last.

Indicate if this contract will Auto-Renew (for Termed Subscriptions only):

Indicate if a separate Invoice should be generated for this contract:

• • When multiple contracts exist, each contract generates a separate Invoice, when enabled.
  • When Customer has multiple contracts, all contracts roll up into a single Invoice, when disabled.

12. Click Select Plans to add Plans and Charges to the proposed Subscription Contract.

Select the Plans and Charges to add to the Quote. Click Done when finished: 

Add or adjust individual Charges and Plans within the Quote. Click the three dots to edit a Plan or Charge: 

13. Save when finished.

Edit Quote

Once a Quote is created, it can be modified or adjusted as needed. These changes could be a result of a manual error or from further negotiations with the Customer.

Preconditions:

1. A Quote must already exist in Ordway.
2. The Quote ID cannot be edited. All other quote fields can be edited. 

Considerations

Past versions only show a snapshot of the version; exact changes are not able for review.

Steps:

1. Navigate to Menu > Quotes.
2. Determine the next step: 

3. Update any fields that need to be changed.

4. Click Save.