Quotes

In B2B versions, Open2b lets you manage quotes.

Customers can:

1. request a quote for one or more products directly from the online store.
2. accept the quote sent by the store manager and proceed to payment immediately if applicable.

The store manager can create a quote:

• based on quote requests sent by the customer from the online store,
• by creating it from scratch directly in the admin.

By price list

For each customer group you can indicate whether to allow their customers to request a quote (see the Customers > Groups section). This way, if you want to allow quotes only for some customers and not others, you just assign them to a group that allows quotes.

By product

Quotes can also be enabled for some products and not for others (see the product card in the Catalog > Products section). This way you can have products for which only orders are accepted, other products for which only quotes are accepted, and products for which both orders and quotes are accepted.

In the latter case, the minimum quotable quantity for the product is the value that determines whether the product will be orderable or only by quote once the customer has added it to the cart.

In any case, a product is quotable only if the customer's price list is enabled.

Cart for quote requests

The store cart serves both as a cart for orders and for quotes.

For a cart to be in quote mode, the following must be true:

• the customer's group allows quotes,
• there is at least one product in the cart for which a quote is allowed,
• the quantity in the cart for that product is equal to or greater than its minimum quotable quantity.
• When a cart is in quote mode, customers can also submit special requests on individual products where this is enabled (see the product card to enable this feature), as well as always indicate any requests on the quote as a whole. These requests remain visible on each line of the quote request both in the customer's reserved area on the site and in the quote viewed by the merchant in the admin.

Once the customer submits a quote request, it will appear in the admin under Sales > Quotes as a quote without a number. The quote will still be pre-filled with products, quantities, and sale prices which can be modified along with all other quote details.

Quote proposal

Once the quote is ready, you can send the quote proposal to the customer by email. The customer can view the proposal directly on the site, accept it, and proceed to payment if it is set to be online. Upon quote acceptance, the corresponding order is created automatically.

Quotes can have an expiration date after which the customer can no longer accept them.

Example of use

As an example, suppose the store targets both the end consumer and the retailer. You want:

• the end consumer to be able to place orders but not request quotes,
• the retailer to be able to place orders if the products they want are all orderable in the desired quantities, or to send a quote request if they want a product with a quantity not available for order but quotable.

How to proceed:

• On the main price list, quotes are not allowed (to edit a price list see the Catalog > Price Lists section). The end consumer will have access only to this price list.
• Create a new price list for which quotes are allowed (to create a new price list see the Catalog > Price Lists section).
• Assign retailers the newly created dedicated price list (to change the price list associated with a customer see the customer record in the Customers section).
• Allow quotes for quotable products (to allow quotes for a product see the product card in the Catalog > Products section). You will indicate the minimum quantity for which you accept a quote and, if the customer can request customizations, you write an informational text to indicate the type of customization the customer can request.

Managing quotes

Quotes you want to view or edit can be identified more easily using the menus and filters. You can therefore:

• Change quote sorting by selecting the corresponding header: status, number, creation date, billing name, taxable amount, total including VAT, or last modified date.
• Search for a quote using the dedicated search, for example by entering the quote number you want to view.
• Filter quotes by status (New, Open, etc.) and creation date (today, yesterday, current week, etc.).

A quote can be in the following status:

• New: it has not yet been processed. This is the initial status of a quote.
• Open: it has been put in progress.
• Sent: the quote proposal has been sent to the customer.
• Accepted: the quote has been accepted by the customer and converted into an order.
• Expired: the deadline has passed without the quote being accepted by the customer.
• Cancelled: it has been cancelled.

Edit a quote

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote you want to edit.
4. Click Edit.
5. Edit the quote as desired.
6. Click Save.

You can edit all aspects of a quote, including adding and removing products and the expiration date. For each quote line you can also add notes such as customer requests.

Replace a product in a quote

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote in which you want to replace the product.
4. Click Edit.
5. Find the product line you want to replace.
6. Click the blue magnifying glass icon on the left of the line. A new window will open.
7. Select the desired SKU. Use search and filters to help find the SKU.
8. Click OK.
9. Click Save.

Add a product to a quote

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote to which you want to add the product.
4. Click Edit.
5. Click the green + button at the bottom left. A new product line will appear.
6. If you want to add a SKU already in stock, click the blue magnifying glass icon to the left of the order line. A new window will open where you can choose the SKU.
7. If you want to add a product or service not in stock, fill in the line fields as desired.
8. If you want to add more products, repeat step 5.
9. Click Save.

Remove a product from a quote

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote from which you want to remove the product.
4. Click Edit.
5. Find the product line you want to remove.
6. Click the gray x icon (turns red on hover) on the right. The product line will be deleted.
7. If you want to remove additional lines, repeat step 5.
8. Click Save.

Edit the billing or shipping addresses of a quote

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote for which you want to edit billing or shipping addresses.
4. Click Edit.
5. In the Billing panel or the Shipping panel, click Edit. A new window will open.
6. Edit the address as desired. The address will be changed only for that quote; the original customer record will not be changed.
7. Click OK. The window will close.
8. Click Save.

Associate a quote with a customer

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote to associate with a customer.
4. Click Edit.
5. Next to Customer click the blue magnifying glass. A new window will open.
6. Select the customer you want to associate with the quote (use search and filters to help find the customer).
7. Once selected, a window will open. If you want to also update the quote's billing and shipping addresses with those of the selected customer, click OK.
8. Click Save.

Associate a customer suggested by Open2b with a quote

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote to associate with a customer.
4. Click Edit.
5. Click Suggest. A new window will open.
6. Open2b suggests, if available, customers who share one or more elements with the quote's billing data among Tax Code, VAT Number, and email address. Select the customer you want to associate with the quote.
7. Once selected, a window will open. If you want to also update the quote's billing and shipping addresses with those of the selected customer, click OK.
8. Click Save.

Associate a new customer record with a quote

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote to associate with a customer.
4. Click Edit.
5. Click Create from Billing. Open2b will create a new customer record based on the billing data in the quote.
6. Click Save.

Edit the billing or shipping addresses of a quote

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote for which you want to edit billing or shipping addresses.
4. Click Edit.
5. In the Billing panel or the Shipping panel, click Edit. A new window will open.
6. Edit the address as desired. The address will be changed only for that quote; the original customer record will not be changed.
7. Click OK. The window will close.
8. Click Save.

Add notes to a quote

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote to which you want to add notes.
4. Select the green + icon at the top right in the notes panel.
5. Write the notes to add.
6. Click Add.

Edit notes of a quote

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote whose notes you want to edit.
4. In the notes panel, locate the note you want to edit and click the corresponding date.
5. Edit the note as desired.
6. Click Save.

Create an order or proforma from a quote

Note: An order for the quote is created automatically as soon as the customer views the quote proposal on the site and accepts it.

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote from which you want to create the new document.
4. Click New document.
5. Select Order or Proforma depending on the type of document you want to create. The corresponding document will open.
6. Edit the new document as desired.
7. Click Add.

Send a quote proposal

Once the quote has been prepared and numbered, you can send the proposal to the customer. The customer will receive an email with the site address where they can view the proposal and possibly accept it.

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote whose proposal you want to send to the customer.
4. Click Send proposal; a new window will open.
5. Fill in the fields as desired. If you want to send a copy to another address, enter it in the CC field.
6. If you want to add a note to the quote to record that the proposal was sent to the customer and set the quote status to Sent, leave Set the quote as sent and add a note selected; otherwise click to deselect it.
7. Click Send.

Print a quote

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the quote you want to print.
4. Click Print. The quote will be displayed in printable format and a new window will open to start printing.

Delete one or more quotes

1. Go to the Sales section.
2. Go to the Quotes subsection.
3. Select the checkboxes on the right of the quotes you want to delete.
4. Click Delete Cancelled. A new confirmation window will open.
5. Verify you selected the correct quotes and click OK.