Quotes and Orders are both known as transactions. The difference is that a quote does not reserve your inventory but an order does reserve your inventory. To create a quote, you can use the "Quote" button in your navigation menu. On your quotes page, you'll click the green "Create Transaction" button in the upper left to create a new quote or order.
Next, you'll enter the rental dates, times, and location. When you click into the date fields, an availability calendar will appear with all of the available products for the selected rental dates and location. You can tick the "show sets" option to have your sets included in your view of available items. Click on the green “Show Products” button and a list of all your products available for those dates will populate. If you have ticked the "show sets" button, your sets will display just below your list of products in a category called "Available Sets."
To add products or sets to your quote, you can click on each product or set. You can increase the quantity of the products included with the up and down arrows or using your keyboard. If you can’t find the product you’d like to add, use the search functionality on the top right corner of the availability calendar.
If you can’t find the product you’d like to add, use the category filter or search functionality on the top right corner of the availability matrix.
If one of your products is already booked in another order, a small “O” will appear under the quantity for each day. If you add more than the quantity available, it will make the item red because it will be overbooked.
Note: if an item is on a quote, a "Q" will appear in the same space as the "O" but these will NOT affect the available quantity.
When you click on the “O” or "Q" it will bring a pop-up window with the list of orders the product is booked to.
Once you’ve selected the products you’d like to rent out, scroll down to the “Order Details” block to see a list of the products. From here, you can group the products to help organize your order based on the event details like the screenshot below. You’ll click “New Group” to create groups and then drag and drop each item into the appropriate group or if you prefer, leave your products in a list without grouping them if you prefer.
You can also edit the pricing on any item for this specific order (any changes here will not change the default pricing for the product), put notes on a product by clicking the conversation bubble with three dots, or you can remove and item from the order with the trash can icon.
Below your products, you can add any services you offer to clients. Examples would be set-up or tear down or design. These can be set up in a similar process to products.
Next is the Client block where you’ll enter the client for the order. You can choose the client from the existing list or add a new client on the fly. You’ll need to select the client’s billing address, but if you do not have it you can mark TBD and go back to enter it when you receive that information. If you are working with an event planner or assistant, you can enter them as a contact for your client so that you can send communications through the contact rather than directly to the client.
Below the client block you can enter your logistical information (Note: You may have to click the box to add logistics to your order. This can be changed in the settings to have logistics included by default). You have 4 options: Client is picking up, client returning (will call); Client is picking up, we are returning; We are delivering, client is returning; and We are delivering, we are picking up. If you have a delivery fee set and mark one of the options requiring you to deliver, the delivery cost will automatically be calculated. You can also choose to have shipping be based on the shipping zones implemented in the Settings section.
You also have the option to add more details to the logistics with the included set up, start, end, and pick up times. These are typically not required but can be changed in your settings. You also have a notes field to include any important information about the delivery.
Next, on the lower left hand corner, you have the option to include any additional information you might like to include with the order. This can be a helpful reference for up-sell and cross-sell opportunities or for your client relationship, but is not required.
To the right of the Additional Details section is the Pricing Totals block where you’ll see a rundown of the order totals based on what you have entered above. If applicable, apply tax, discounts, and coupon codes to receive the final total.
Whether you begin the transaction from the Quotes or Orders section, at the bottom of the page, you’ll notice two buttons, the green Create button and the red Discard button as well as the option to send emails related to the order to the client or not.
When you click the green Create button, you’ll have the option to create a quote or to create an order. Keep in mind that quotes do not reserve your inventory, but an order will reserve your inventory.
Once you’ve chosen which to create, your transaction will be established in the system.
Great work! If you have any questions or need more support in creating your quotes or orders please reach out to our team.