Generate a quote from your rates

Goal

Create a priced draft quote for an enquiry from the rates you set up, and check the price breakdown before anything reaches the client.

Prerequisites

• Rates exist for the vehicle class you will quote with. If you have not set up rates yet, do that first in the pricing setup article.
• The enquiry has a pickup and a dropoff, and its required details are complete.
• You can edit enquiries (Owner, Admin, Manager and Dispatcher roles can).

Steps

1. Open Enquiries and select the enquiry.
2. Open the Quotes tab. On an enquiry with the status New, you can also select Generate Quote in the header, which takes you to the same place.
3. Open Quote builder if it is collapsed and go to the price step. The Pricing Configuration card is there.
4. Choose the Service, then choose the Vehicle Class to price with. If a vehicle is already assigned to the enquiry, the quote is priced from that vehicle's class and you can skip the class.
5. If the service is priced by the hour, enter the Hours. If it is priced by the day, enter the Days, and fill in Driver Accommodation (optional) if the driver stays away overnight.
6. If your catalog has extras, tick the ones the client asked for under Extras. Each one appears as its own line on the quote.
7. If the enquiry has several jobs, choose the pricing scope: Whole job prices all of them together, Per job lets you price each job.
8. Select Generate Quote.
9. Read the Quote Breakdown card: the Total, the Line Items, and any Warnings and Assumptions. Fix what the warnings point to before you send.
10. If you later change the route, date or passengers, select Recalculate Quote to refresh the price.

Expected result

A draft quote exists on the enquiry with a message Quote Calculated. The Quote Breakdown shows how the total was built, and the quote is listed under Quote History. The client has not received anything yet.

Troubleshooting

• If Generate Quote is greyed out, read the reason shown beside it. It names the missing piece: Select a vehicle class or assign a vehicle before quoting, Missing pickup or dropoff location, or Complete missing details before recalculating.
• If you see No vehicle classes defined yet, use Set up your vehicle classes, or assign a vehicle to the enquiry. A vehicle's own class is then used for the price.
• If the quote says Recalculate price required, the itinerary changed after the price was set. Select Recalculate Quote before sending.
• If a window asks Re-price a quote the client already has?, the quote was already sent or accepted. Select Keep the current price to leave it alone, or Recalculate anyway to create a new price from today's rates and route.
• If the total looks wrong, check that the class has rates and that the service, hours or days are right, then recalculate.