Offer several vehicle options in one quote

When options help

Some clients do not say which car they want, or want to see the difference before they decide: a standard sedan or an executive car for the board members, a minivan or a larger van for a family with ski bags. Instead of sending two quotes and asking which one they meant, send one offer with an option for each choice. The client compares them on one page and accepts the one they want.

Keep the options few and clearly different. Two or three that a client can tell apart at a glance get an answer faster than five that differ by a few euros.

Build the options

On the enquiry's Quotes tab, open Quote builder and go to the Vehicle options step. The Fixed quote options card asks for one or more options, each with a title and a vehicle class for every job. The title is what the client reads, so name the choice, for example "Executive choice", rather than the class code. Use Add option for the next one, then Create draft options.

The card needs three things before it can save. The enquiry must have its jobs, there must be at least one active vehicle class with a rate, and every job and class you choose must have one active rate; otherwise it shows Catalog rates are missing and lists the pairs to fix. Two options with exactly the same classes are refused, because the client could not tell them apart.

Check the prices before you send

Each option is priced from your rate cards, job by job. The offer details show each option's Total including tax, the price Per job, excluding tax, the Subtotal excluding tax and the tax line, so check the totals and the split before the client sees them.

While the offer is a draft you can select Edit price on an option and type the price you agreed. The editor says it plainly: this is the price the client sees, and no rounding is applied. If the job, the date or the service changes after the prices were calculated, the options show Price out of date. Edit each marked price, or Delete draft and create the options again. You can keep several drafts while you compare; none of them reaches the client until you send.

Send one offer, and the client picks one

Select Send to Client on the draft, with the validity you want in the field beside it. The client's page asks them to choose a quote option, then accept it, and the offer shows the Accepted option once they have. The booking is created from that option, with its vehicle class on each job.

An enquiry has one live price with the client at a time. Once a fixed offer is with the client, a normal quote cannot also be sent, and a fixed offer cannot go out while a normal quote is with the client. A second fixed offer is refused too. Decide which kind of quote fits the request before you send anything.

Change an offer with a new version

The Quote versions list shows every version and which one the client holds. To change an offer that is out, start a new version from it: Correct the text, keep the price fixes wording and leaves every price as the client has it, Add an option, keep the prices adds a choice priced at current rates, and Re-price at current rates prices every option again. Before you send, 4fleet shows the old and new price of each option side by side. Sending the new version withdraws the one the client holds. An accepted version cannot be edited, re-priced or sent again.