Create a Quote

Use these steps to create quotes for new or existing projects for existing clients.

The client to which the quote belongs must already exist in TrafficLIVE. A project must be created before you create a quote; however, you can also create a quote inside an existing project.

To create a quote, complete the following steps:

1. Click Menu > Quotes > New Quote. The Create Quote dialog overlays the New Quote page.
2. Enter the client's name or choose it from the Client drop-down. The list of projects for that client appears in the Projects pane.
3. Do one of the following:
   • Click any project name in the Projects pane to select it.
   • Click Add New Project, enter a name for the new project in the Add a new project to the list above text box, click .
4. Click . The Create Quote dialog closes, and you are returned to the main page. That page's title changes from New Quote to Add/Edit Quote.
5. Enter a name for the quote in the Name field. This is a required field.
6. Click to enter additional information in the Notes dialog, such as specifications for size, colors, and so on (optional).
7. Enter a description in the Description field (optional). This is a client-facing description when you print the quote.
8. In the Edit Free Tags ... field enter any tags that you want to use to further categorize quotes so that you can easily search for them (optional).
9. Choose the type of work that the quote represents from the Type drop-down, such as Design for Print.
10. Choose the quote owner's name from the Owner drop-down, which lists all of the enabled employees in your agency. The default value is the logged-in user's name.
11. Choose the client contact who asked for the quote from the Client Contact drop-down. The Related Job # field displays the number of the job to which the quote is related, if the job has been opened as a stand-alone job and then linked to the quote, or if the quote has been created from a job. If you opened the quote first and created a job from it, this field is populated when you click the Create Linked Job button.
12. Select the Show Tax check box to show tax amounts on the Quotes page (optional). This does not control whether or not tax values appear on the output.
13. Click to perform conversions to foreign currency for client-facing figures on the quote, while retaining figures that you track internally in your agency's base currency (optional).
14. In the Order Anticipated field, enter a date or click the icon to choose the date when you expect to win the order that the quote represents. This is a required field.
15. In the Job Deadline field, enter a date or click the icon to choose the date when the work that the quote represents must be completed (optional).
16. Enter any additional reference information that the client gave you in the Client Ref field (optional).
17. Accept the default value for Rate Card or choose a client-specific rate card from the drop-down.
18. Choose a percentage of the recoverable value of work that is the minimum requirement to proceed with the quote from the Realization Threshold drop-down. This threshold is just a guideline.
19. In the System Status field, accept the default value, PROGRESS, or choose another value from the drop-down:
    • Draft — The quote is not yet ready to issue.
    • Complete — You have won the quote. (Note that when you convert a quote to a job, the quote's system status changes to Complete automatically.)
    • Declined — You did not win the quote.
    • Progress — The quote is ready to show to the client.
20. Choose a user-defined status from the User Status drop-down. These values are set up by the TrafficLIVE administrator during system configuration.
21. Choose a Sales Stage from the drop-down. This field is linked to the Prob of Proceeding % field. These values and how they are linked are set up by the TrafficLIVE administrator. For example, if one value of the Sales Stage is Hot, the corresponding Prob of Proceeding % value might be 75%. If you change a value in the Sales Stage field, the percentage in the Prob of Proceeding % field changes to the associated value as set up by the administrator.
22. Click . The title of the page changes to the name of the quote as you entered it in the Name field at the top of the page, and TrafficLIVE populates the Quote Number field at the top of the page with a generated quote number.
    Attention: You can now add line items to the quote.