Quote Acceptance

BigChange allows you to automatically and seamlessly capture digital signatures and customise acceptance information, issuing a digital receipt when the document is signed. This guide will walk you through the process of setting up and using the Quote Acceptance feature.

Does your navigation menu bar look like this?  Read our Support article about changes we are making, New BigChange Navigation Bar.

Whats New! We are excited to announce the introduction of a new feature: a 'Save Quote' button on the quote acceptance window. This enhancement allows users to conveniently save a quote directly within the customer portal before making a final decision to accept it. With this new functionality, customers can now easily revisit their saved quotes at a later time, providing them with greater flexibility and convenience.

Below is a video that summarises functionality:

Step 1 - Creating Templates

To begin, we need to create two templates in the Admin setting before we can enable the Quote Acceptance feature:

1. Template 1: The Customer Quotation Email - This includes the link to the recipient, allowing them to digitally sign a document.
2. Template 2: Quotation Receipt - This provides a receipt once the document has been signed.

Navigate to: [Top menu] Profile (icon) → Admin Settings → [Quick Links] → Templates → Add

Template 1: The Customer Quotation Email

Create the first template in the usual way by completing the mandatory 'Name' and 'Body' fields and any others you wish, including the addition of Keywords.

• Include 'Quote Accept Link' Keyword: It is essential that you include the new Keyword 'Quote Accept Link', which can be found by clicking the 'Insert Keyword' button, moving across to the Financial Tab and then the Financial Section.

• Customise Hyperlink Text: Clicking on the Quote Accept Link will open a popup window which gives you the option to either customise the text for the hyperlink or leave it empty and show the URL. We recommend setting link text, as the URL created is not white-labelled.

Here is an example of a completed Quotation Template:

Once the template has been saved, it will appear in the Template list view.

• Assign Usage: Find your new template and click to open it. Move across to the Usage Tab, click the 'Add' icon and complete the popup window.

Template 2: Quotation Receipt

Create the second template in the usual way by completing the mandatory 'Name' and 'Body' fields and any others you wish, including the addition of Keywords, where desired.

Here is an example of a Quotation Receipt Template:

Once it has been saved, repeat the Usage process as shown earlier.

Step 2 - Setting Up Quote Acceptance

• Navigate to: [Top menu] Profile (icon) → Admin Settings → [side menu] → Financial → Financial Documents & Sales Opportunities → [Document Type] Quotation → [icon] Edit

This will bring up the Quotation page.

Click on the Quote Acceptance tab which you can now customise using a combination of free text and Keywords.

• Customise Button Text: In the example above, the Quote Accept button reads 'Proceed to signing' to assist the recipient in understanding how to proceed to the next stage of the acceptance process.
• Terms and Conditions: The terms and conditions field can be left blank as these will be presented to the recipient at a later stage.

When this has been completed and saved, move across to the next tab 'Acceptance Capture & Receipt' and complete the new form:

1. Enable the Acceptance Capture & Receipt function
2. Select the name of Template 2 which you created as a receipt earlier
3. Select recipients: Ticking 'Fixed' will add a conditional field allowing you to add specific email addresses
4. Save button -  You can add appropriate title to the Save button
5. Accept & Submit button - You can add appropriate title to the Accept & Submit button
   
6. Add custom fields as desired: This section allows you to make specific fields mandatory, ensure that only specific individuals with relevant authority are able to sign approval, and make agreements legally binding. Using the 'Required answers' feature means that you can control progress by forcing the signatory to give the answer you require in order to proceed.

Step 3 - Sending a Quote

Once a Quotation has been created, navigate as follows: CRM → [side menu] Financial documents → select the document → [icon] File → Email

• Complete the email fields: Ensure that you select the Quotation Template (Template 1) you created earlier.
• Send the email: Once you are satisfied that your email is completed, click to send.

An example of the email which will be received can be seen below:

Should you need advice on how to create a Quotation, please view the separate article.

Step 4 - Accepting a Quote

When the recipient clicks on the link to sign the Quote, they will be taken to a new window:

• View the Quotation: They have a further opportunity to view the Quotation.
• Reject the Quote: Should they wish to 'Reject the Quote', they will be asked to complete the Notes section shown above.
• Proceed to Signing: If they click to 'Proceed to Signing', an additional popup window will open where you will be able to Save Quote to come back to it later.

Note, the recipient will not be able to proceed if either all mandatory fields are not completed, or the 'required answers' are not given. Additionally, if the email address input here is different from the one to which it was sent, a popup will open asking them to confirm whether or not they have the authority to act as a signatory.

Step 5 - Receipt & Logging

Once the 'Accept & Sign' button has been clicked, the Quotation Receipt will be sent out to the person who signed the document, the original recipient if different, and to anyone else who was cc'd in.

• View in Financial Documents: If the User now looks at the Quotation in their Financial Documents, or in their Contacts, they will see that the documents have been automatically added to their Attachments Tab. These documents cannot be deleted to ensure the preservation of the audit trail.

• Activity Tab: The Activity tab will display all activity information relating to the Quotation being created, sent and accepted, providing total, end-to-end traceability.

Conclusion

By following these steps, you can effectively set up and use the Quote Acceptance feature in BigChange. This feature streamlines the process of capturing digital signatures and ensures that all necessary documentation is logged and traceable.