What are the different types of Quote document templates and when are they used in SuperOffice CRM?
When working with Quotes in SuperOffice CRM you can generate different types of templates. These documents and e-mail templates can be found in Settings and maintenance when you go to Lists (1), and go to Document - Template (2) and E-mail template (3) lists.
- Quotation - main Quote document template (marked in yellow)
- Quote details templates (marked in purple)
- Order confirmation template (marked in pink)
- E-mail template for quote and order confirmation (marked in orange)
Quotation – Main Quote document template
- The quotation is a combination of main quote text and quote details.
- This document is generated when you click on Click to create quote (1) or when you Open (2) a quote and click on Click to create quote document (3).
- The document is generated in a .doc or .docx formats and can be edited after it has been created. The document is opened automatically and stored in the Activities (1) tab under the sale.
Quote details templates
- Quote details template text is automatically placed in the main quote document template where the merge field <<QuoteDetails>> is typed in. In the example below, the quote details part is marked in green.
Note!
1. If the merge field <<QuoteDetails>> is missing in the main quote document template, the quote details will be included at the end of the document.
2. If documents are stored in Google Drive, merge fields are not supported.
- To generate this document click on Send (1) in the Quote screen.
- After you press Send the dialog opens, where you can set up how your quote should look. In the Quote layout field, you can choose which quote details template will be inserted in <<QuoteDetails>>.
- This document is created in .pdf file format and cannot be edited when you generate it.
Order confirmation template
- To create this document, click on the Place order (1) button. Next, a new dialog will pop up, where you can:
- Either select Send order confirmation via e-mail (2) option and click OK (3). This will automatically open an email dialog with an order confirmation document attached to it.
- Or click OK (3) right away. This will generate a .pdf document, which will be accessible after clicking on Show confirmation button.
- Either select Send order confirmation via e-mail (2) option and click OK (3). This will automatically open an email dialog with an order confirmation document attached to it.
- You cannot change the order confirmation template type when you are placing the order. It is selected automatically based on the sales type.
Which type of confirmation template should be used when you are placing an order is set in Settings and maintenance Lists in Sales – Type, Stages, Quote list. After you double-click on the sale type and open Quote defaults (1) tab in the Order confirmation template (2) field you can choose which template should be used after placing the order.
- The order confirmation document is generated in the .pdf file format and cannot be edited after placing the order.
E-mail text template for quote and order confirmation
- The quote e-mail text template is used when you click on the Send (1) button.
- After clicking Send you can select which e-mail text template should be used from the E-mail text (1) drop-down list and then click OK (2) to send it.
- The order confirmation e-mail text template is used when you click on the Place order (1) button.
- After clicking on the button to place the order, you need to select Send order confirmation via e-mail (1) and then select which confirmation e-mail text template should be used from the E-mail text (1) drop-down list, as well as specify in what language it should be (3). Next, click OK (4) to send the e-mail with the order confirmation document.
More information
FAQ: How do I upload and use document templates in SuperOffice CRM?
FAQ: How do I create and use e-mail templates in SuperOffice CRM?
Learn the essentials: Use Quote in Sales