Introduction

Quote is a document that outlines the price of the particular translating service before the actual purchase. A quote may be created by a project manager or requested by a client.

In the Quotes module, you can create and manage quotes for upcoming projects.

On the main page of the Quotes module, you can browse and open available quotes, those created by you, other users of the Home Portal, or requested by your clients. By default, you see the list of all quotes you have in XTRF, with several filters on top of the table. However, you can select another view or create a new one by clicking on the View drop-down list.

• To add a quote, click the Add Quote button. For details, see the Create a Smart quote and Create a Classic quote guides.

• To open a quote, click on its line in the list. To open a Classic quote in edit mode, click the icon in the last column.

• In the Status column, you can check the quote’s status. The possible options are:

  • Pending - the quote wasn’t yet sent

  • Sent - the quote was sent to the client

  • Requested - the client has requested the quote in the Client Portal

  • Approved by Client - the client has approved the quote in the Client Portal
    Note: This status appears only if you have disabled the automatic quote approval (see the Configure the Automatic Quote Approval and Quote articles).

  • Approved - the client has approved the quote you’ve sent, or you have approved the quote requested by the client.

  • Rejected - the quote was rejected by you or the client.

•  If you select the checkbox in the left column, several additional buttons appear on top of the list of quotes.

  

  • Click the Duplicate button to create another quote with the same data (except the Files and Finances cards). When duplicating a Classic quote, you will be directed to the Duplicate Quote page, where you can select what data should be duplicated.

    

  • Click the Convert into Project button to create a project based on this quote. For more details, see the Create a Classic quote | VII. Convert a quote into a project guide.

  • Click the Mark as Rejected button to reject the quote. For Classic projects, you can select a reason for rejection and add a comment for later analysis.

    

  • Click the Delete button to erase the quote from the system. For more details, see the Delete a quote guide.

Smart quote page

On the smart quote page, you can check, change, and add the details about the service you are offering to the client. You may also add extra information to make the quote explicit.

At the top of the page, you will see the quote’s ID and name:

• To change the quote’s name, click on it and provide a new name.

• You can’t change the quote’s ID; however, you can change the way the quotes are numbered in XTRF. To learn how to do that, see the Add a numbering scheme guide.

• To delete or archive the quote, click the icon.

Smart quote statuses and actions

In Smart quotes, statuses are linked to the possible actions that can be selected in the status bar at the top of the right-hand side panel.

Quote card

Some fields of the Quote card are already filled with the information you provided while creating the quote. However, you may change them or add more details:

• Select another Client.

• Select or change the Service.

• In the Offer Expiration field, you can limit your client's response time. By default, it is set for 24 hours. To change the default Offer Expiration settings, go to the Scheduling tab.

• In the Expected Delivery Date, provide the estimated due date for the project. You can also set the expected duration in the Business Days field.

• Provide the Client Reference Number - a PO number or any reference number on the client side.

• (Recommended) Provide the volume of the source file(s) to establish the duration of the translation, proofreading, and other steps in the process.
  If you provide the source volume, you can use the Automatic Job Dates feature to schedule jobs in the quote. To learn more about this automation, see the Automatic Job Dates article.

• In the Client Notes field, provide the comments or additional information passed by the client (such as special instructions, etc.).

• In the Internal Notes field, provide the information that isn't relevant for the client but is important for internal staff.

• Click the icon to open the Automation configuration pop-up window. Here you can enable or disable the automatic quote approval. When enabled, a project will be automatically created when a client approves the quote.

Classic quote page

On the Classic quote page, you can check, change, and add the details about the service you are offering to the client. You may also add extra information to make the quote explicit.

Quote menu

In the Quote menu on the left, you can:

• Switch between language combinations and tasks.

• Check the quote’s status.

• Perform quote-related actions:

  • To add a language combination, click the Add Language Combination button or the icon in the quotes line (see the II. Add a language combination guide).

  • To add a new task, click the Add Task button or the icon in the language combination line (see the III. Create a Task guide).

  • To copy an available task to other language combinations, click the Copy Task button (see the III. Create a Task | Copy a task guide).

  • To delete a task, click the icon in the task line. The Delete pop-up window appears.

    • (Optional) Check the Delete associated files and folders from disc box to erase the related data from the server.

  • Make changes to several tasks or jobs at once by clicking the Multiple Change button.

  • Click the Synchronize all button if you made any changes to the files directly on the server and want to see them reflected in your XTRF.

  • Click on the quote, language combination, or task to open the corresponding display on the right. To open it in edit mode, click the icon.

Quote display

From any tab of the Quote display, you can click two action buttons at the bottom of the page

• Convert into Project button to create a project based on this quote.

• Mark as Rejected button to dismiss this quote.

Main Data tab

In this tab, you can check or change the quote’s general settings and details.

Most fields are the same as in the Add a quote page; however, this tab also has some additional options and data:

• You can check the quote’s Status and Origin.

• You can take a shortcut to the linked Opportunity.

• You can change some of the details provided while creating a quote, such as Client or Specialization.

Instructions tab

In this tab, you can check the available instructions for the quote, edit them, or add new ones.

• (Optional) Check the Show Note on Dashboard box to mark the project with the icon in the Dashboard > Classic Dashboard > Open Projects display. To learn more about dashboards, see the Dashboard module article.

Documents tab

In this tab, you can send this quote to the client for approval. For details, see the Create a Classic quote | VI. Send a quote guide.

Finance tab

In this tab, you can:

• Check the quote’s financial overview

• Take shortcuts to tasks by clicking the icon in the Tasks table

• Check the column sum by clicking the icon. The Column Sum pop-up window appears, where you can see the sum of all receivables and payables. If you have payables in different currencies, the sum will be displayed in the system’s default currency.

  

CRM tab

In the Customer Relationship Management (CRM) tab, you can create, plan, and review CRM-related actions concerning this quote.

• To create new project-related activities, click on the buttons on top of the CRM table. From this tab, you can send an e-mail from scratch or a template, save an e-mail to this client as a template, create a memo, log a call, or plan a task or an event. For details, see the Add a CRM activity guide.

• To find a certain activity or narrow down the CRM list, use the filters on the left. Select the desired filter(s) and then click the Search button.

• You can edit the default view of the CRM activities or create a new one. To learn how to do that, see the Classic views article

Messages tab

This functionality is deprecated. To check the project-related messages, go to the CRM tab.

History tab

In this tab, you can check all the major changes made to the quote.

Use the filters on top to find specific changes.