Knowledge Base

Choosing a Quote or Estimate

In Gojee, the different job types differentiate whether a Quote or Estimate will be generated.

• A Quote will be generated for Fixed Price Jobs
• An Estimate will be created for Do and Charge Jobs
• For POS jobs, the quote/estimate function is not available as these are over the counter sales that produce an invoice directly.

Before creating your first quote/estimate

There are some general concepts for quote/estimate generation in Gojee that users should be aware of before starting:

• The quote page is designed to enable users to present the information from the BOM page in whatever view they would like to the customer (refer to Create a Job for more information on the BOM page).
• This includes giving users the flexibility to show or hide line items, and or price and qty information.
• When the quote page loads it will default to the information shown on the BOM page.
• Depending on the visibility setting of each line on the BOM page (i.e. the  and  icons), the line will either be included in the quote or not:

• • If all items are visible on the quote, then the list of items on the BOM will match the list of items on the quote.
  • If some items are hidden on the quote, then these items will not appear on the quote list. In this case, a new line item at the top will be added to the document which contains the price associated with the hidden item(s).
    • This line item will have the description “General quote amount”.
    • A second line to separate out the detailed items from the General quote amount will be shown with description: “— Additional items —“.
    • The description of either of these lines can be changed as required, and the Additional Items line can be removed altogether if preferred by clicking on the (x) icon at the end of the row.
  • If a line is hidden on the quote, it will show at the bottom of the page in the “Not Included” list. You can add the item back onto the quote from this list byt clicking the Add button.
  • If you’d like to remove a line item altogether from the quote, this can be using the (x) at the end of the row (as detailed below), and the line item will then move into the “Not included” list.

Starting from a New Job

A job is the starting point for a quote or estimate, and without a job the quote or estimate document cannot be created.

To get started with a new job, refer to the Create a Job section to create the job.

Once you’re in the Job:

• from the job creation/edit page, users can select either “Save & Exit” the job, or “Save & Issue Quote”.
• In this case, choose to save and issue the quote,
• The quote creation screen will be shown.

Refer to the section below for building the quote or estimate document once you’re on the quote or estimate creation page.

Start with an Existing Job

You can create a quote/estimate for an existing job either using the job actions button for the job, or you may navigate to the quote page for the job as show below:

• From the main menu, click “Quotes and Estimates”.

• Click “Create a Quote for an Existing Job”.

• Select the job number from the dropdown list of existing jobs:

• You will be directed to the quote and estimate creation page.

Refer to the section below for building the quote or estimate document once you’re on the quote or estimate creation page.

Creating the Document

Once you have a job and your on the quote or estimate creation page, you will be presented with the following screen:

The numbered items in the image are described below:

1) The Description of an item:

• • This is an editable field and a user can add or amend the description in this field.
  • The information in this field will default from the catalogue.
  • Note, that for inventory items there is an additional field to set a separate description for the item that will be shown in quotes/invoices. If this field it set on the item (refer to Create a new inventory item for more information), then the text displayed in this field will be shown on the quote (and not the name of the item in the catalogue).
  • You can expand this field by dragging out the bottom right corner of the field, and you can include any addition text including writing down any sort of instructions that you might want to display on your quotation.

2) “Add a new line” allows user to add a custom line item to the quote as below:

• • Note: as per the general concepts section above, keep in mind adding an item to this quote will not add the item to the BOM page for the job, its just for representation to the customer.

3) The Quantity of the line items.

• • A user can edit or update the quantity on the quotation page.
  • Quantity can be hidden on the quote, this can be done after hiding the unit amount of any line item if required (see below).

4) Unit Amount of the line items:

• • A user can edit or update the unit amount on the quotation page.
  • Unit amount can also be hidden if required.

5)Discount% of a line item:

• • If added at the BOM page, this information will be carried across to the quote.
  • A user can also add edit this on the quotation creation page and it will display the amount after applying the discount%. Note that this will effect the overall price, and so to match the total amount of the quote to the BOM, the General Quote line amount may be displayed to make up the difference in total price.

6) Toggle to show or hide unit price:

• • Click on the eye icon to change whether the unit price of the line item is shown.
  • By doing this, the General Quote Amount line will be displayed as below:

• • Once you have hidden the unit price, there is a second eye icon displayed which gives you the option to hide the quantity of the line item.

7) Remove a line :

• • This allows a user to completely hide a line item altogether along with description, quantity and amount and add the actual amount of the line item into the general quote amount. Below is the screenshot of the same example quote where we have deleted all the line items and the General Quote Amount shows the total price of the job:

8) Drag and Drop Rows:

• The icon on the far left of each row is a handle which allows you to drag and drop the row to re-order it on the table
• When you grab a row, the row itself will show in yellow highlight.

• Move the mouse to another row location and it will highlight in green to show that the row is allowed to be dropped there.

• The rows will be switched in the list, and an animation will show as the rows move to make the change visual.

After a user has customized the quote, they can hit “Create Quote” button. Gojee will automatically communicate with Xero and use your Xero branding theme to create a quotation in pdf format with all of your logo’s and styling.

View Quotes and Estimates on the Job

The follow instructions can be used to view all the quotes or estimates for a particular job.

a. Click on “Jobs & Projects” from home screen

b. Click “See all Jobs”

c. Search the job that you want to view all the Quotes/Estimates for

d. Click the “Job Actions” & select Quotes or Estimates.

e. You will be navigated to the job quotes/estimates page. By default, system will show you all the quotes raised for this particular job however you can toggle between Open / Approved / Rejected or All quotations by using the top buttons:

The numbered items in the image above are described below:

1. Indicate the PDF quote that has been created using the Xero branding theme. Click on this to download or view the PDF.
2. Allow users to either approve, reject or delete a quotation altogether.
3. Allows user to email the quotation from Gojee to customers directly.
4. Allows users to create a new quote for the same job. This will start the create quote process again.

For more information on functions 2 to 4 as listed above, please refer to the sections below.

Email Quotes and Estimates

From the job quote/estimate list page, there is an option to email the quote or estimate directly from Gojee:

To email a document, follow these steps:

• Click on the email button
• Choose the document you’d like to send from the dropdown list:

• You’ll be presented with the following modal:

• • The Email will default to the customers email as set up in the customers section. A new email can be added, or the email can be changed.
  • The Subject will default to the dynamic text as shown, including the job number, the quote reference and the users (senders) organisation name
  • The Body will default to the dynamic text as shown, including the quote reference and the price.
  • Options to bcc the organisation email and include the quote as attachments are provided.

• To send the email, hit the Send Email button.
• Once the quote has been sent, the “Sent” field for the document on the job quote/estimate list page will show as sent (if this status doesn’t show immediately, simply refresh the page):

Approve or Reject Quotes and Estimates

From the job quote/estimate list page, for each document, there are buttons to either approve or reject the quote:

To approve a document, follow these steps:

• Click on the Approve button for the document.
• You will be presented with the following screen:

• From this screen, you are provided the following options:
  • Add an internal approval note – this is a free text field where you can add any relevant text. This text will not be available to the customer.
  • Option to notify customers of the document approval – if you click this checkbox, the details of the email will be provided as shown in the image above. There is a standard email body presented which is editable.
  • If the email option is selected, the user can also choose to BCC the organisation email (as set in the organisation settings) so a copy is sent to that email address also.
  • An option to attach the approved document is also provided.

To reject a document, follow these steps:

• Click on the Reject button for the document
• You will be presented with the following screen:

• From this screen, you are provided the option to add an internal rejection note – this is a free text field where you can add any relevant text. This text will not be available to the customer.

Delete Quotes and Estimates

From the job quote/estimate list page, for each document, there is a button to delete the quote:

• If the document is deleted, it is completely removed from the records and is not retrievable.
• There will be no history of the document being created or sent.

Create multiple quotes or estimates for the one job

From the job quote/estimate list page, for each document, there is a button to add a new quote:

Gojee allows you to create more than one quote or estimate document for the one job.

• This means, you can start with one version of a BOM for the job, raise a quote or estimate for that, and then modify the BOM and create another quote for that version of the job and so on.
• When the customer chooses the version they like, you can simply approve that version, and the job BOM will be put back to the state for that version of the job.

Create a Sales Order (Approved Quotes)

From the job quote/estimate list page, for an approved document, there is a button to create a sales order for an approved quote:

The sales order is intended to be used for internal purposes when preparing the job so that your workers know what has been approved by the customer, but it can be created in a way which removes all financial information from the approved quote.

To create the sales order, follow these steps:

• You’ll need to make sure you have a branding theme set up for sales orders in the organisation settings (refer to Settings for more information).
• Click on the Create Sales Order button
• A PDF document will be created which is a copy of the approved quote, however with the Sales Order branding theme applied.
  • The choice of branding theme allows the removal of the financial information from the quote. For more information on customising Xero Branding Themes, refer to this link.
• The PDF will load in a new tab. If you navigate back to the job quote/estimate list page, you’ll also see a link to the PDF you can access at any time: