Creating a Quote in BigChange

  • Updated

BigChange allows you to produce Quotations within Sales Opportunities and later assign them to a job once accepted. This cohesive feature helps you manage and track Quotations efficiently. This article will guide you through the process of creating Quotations, adding alerts, and customising your financial documents with your logo.


Creating Quotations

Creating a quotation can be done is several places within BIgChange, such CRM, Sales opportunities, Contacts, Jobs etc. 

To create a quote in the CRM, follow these steps:

  • Select CRM from the top menu.
  • Select Financial Documents from the side menu
  • Select Add Financial Document
  • Select Quotation as the document type and proceed to complete the form.

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Adding Financial Line Items

  • Select one of the following icons to add a financial item:
    • Add item - This adds a bespoke line item, manually added. 
    • Add predefined item - You can add a line from your predefined list,
    • Add stock - You can add piece of stock from your stock and equipment.

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Applying Discounts/Markups

When applying a discount/markup to an individual line item, the cost price, original selling price, and selling price with added discount/markup are shown to the user and amend in real-time.

  • Select the 3 line menu next to the line.
  • Select Discount / Markup

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If you want to a discount or mark up to multiple lines in one action:

  • Tick the tickbox of the lines you want.
  • Select the Selected items icon below.
  • Select Discount / Markup.

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A new popup will appear, allowing you to select the type:

  • Percentage
  • Fixed Price

You will then choose whether it is a discount or a markup.

A calculation will be displayed below.

.

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Entering Financial Details

  • Depending on your financial package, you may see a Nominal code, a Department Code, or both. Enter the department code, usually used in Sage.
  • Enter a description of the financial line item if you have selected the "Add item" option.
  • Enter the cost and selling price of the line item if you have selected the "Add item" option.
  • Enter the VAT code. The dropdown list will only be viewable if VAT codes have been set up.
  • The VAT amount and gross amount are automatically calculated.

Sorting Line Items

  • Select this option to sort the line items into a specific order by adding one or two parameters.

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Adding Contact Information

  • Add the Contact name. Depending on where you are in the system when you create the Quotation, this may auto-populate.
  • If you start typing the search will bring up a list of contacts matching to select one.
  • Select the document type - for our purposes here, select "Quotation".

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Setting Quotation Validity

  • Please refer to the article on Quotation validity.  This article will guide you through default system validity and customer/contact specific validity.

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Attachments and Activity Tabs

  • The Attachments tab is for images, documents, and videos related to this document, e.g., an email or a Purchase Order.

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  • The Activity Tab displays a list view of all the document's related activities, together with a date/time stamp.

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Quotation Fields

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  1. If you select on the 3 line menu (burger) icon, it will open a menu that allows you to:
    • 'Move up'
    • Move down'
    • 'Discount/Markup'
    • 'Delete' line items.
  2. Ticking one or more of these boxes will add a conditional field icon 'Selected items'.
  3. Change the quantity if required.
  4. Nominal Code - These are setup in the Admin settings and should match your financal package such as Sage or Xero.
  5. Department code - Enter the department code, usually used in Sage.
  6. Description - Enter a description of the financial line item if you have selected the 'Add item' option.
  7. Cost - Enter the cost of the financial line item if you have selected the 'Add item' option. This is the price you bought for for example.
  8. Selling price - Enter the selling price of the line item if you have selected the 'Add item' option.
  9. VAT Code - Select the VAT code from the dropdown list will only be viewable if VAT codes have been set up in Settings.
  10. VAT - The VAT amount is automatically calculated.
  11. Gross amount - The gross amount is automatically calculated.
  12. Sort items - Selecting this allows you to Sort the line items into a specific order by adding one or two parameters
  13. Contact - Add the Contact name. Depending upon where you are in the system when you create the Quotation, this may have auto-populated.
  14. Document type - Select the document type - for our purposes here, select 'Quotation'.
  15. Template - Select the template the the PDF layout. 
  16. Reference - Leave blank if you have setup auto referencing.
  17. Delivery site - Delivery site for goods (if different to contact)
  18. Quote valid for - Number of days the quote is valid for. This will be based on your default or customer specific quote validity (if setup).
  19. First line or correspondence
  20. Note to client -
  21. Internal note - This is just an internal system note.
  22. Recurrence - 
  23. Custom fields - Any quote custom fields that have been setup in Account setting will appear here, this will differ from company to company.

Need a Guided Tour?

To help you get the most out of BigChange, we've created interactive in-app walkthrough guides.

Simply select the link below to start the walkthrough guide. You'll receive real-time step-by-step instructions and tips directly from within the application.

In-App Guide: Create a Quotation


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