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Set Up Web Request For Quote Templates

If your business purchases product, you’ll no doubt want to start reaping the benefits of our Online Request For Quoting module, which can be set up in a few simple steps.

  • Just create a Request For Quote Template that suits you and start sending beautifully branded quote requests.
  • You can set up as many Request For Quote Templates as you wish, each with different colours, logos or purposes.
  • You can create multiple Email and SMS Templates to send your quote requests to suppliers.
Create a new Online Request For Quote
  • Head to the main menu and scroll down to the Admin > Web Settings > Request For Quote Settings.

  • Then click the New Web Layout button in the top right corner.

Add basic Quote Request details

The first section to complete will be the basic Request for Quote details:

  • Template name e.g. Standard request for quote.
  • Use this template by default – choose whether to set this new template as the default – if no other template is selected when you are creating a request for quote, this one will be used.
  • Show Part Numbers – selecting this box means that the supplier product part numbers will be visible.
  • PDF Template – this is where you can select a previously added PDF template that will pair with your web version.
  • Email Template – this is where you select a previously created email template that will be used to deliver this quote request to your suppliers – you can have different email templates for different quote requests so you can customise the delivery.
  • SMS Template – this is where you would select a previously created SMS template that will be used to deliver this quote request to your suppliers – you can have different SMS templates for different quotes so you can customise the delivery.
  • Display Discount Amount – selecting this box means that a dollar $ amount discount will display for the supplier.
  • Display Discount Percentage – selecting this box means that a percentage % amount discount will display for the supplier.
  • Requires T&C Acceptance – if you tick this box, a link to your terms and conditions will be added to the quote under the customer acceptance box, as per the following example. You’ll have the opportunity shortly to input your organisation’s T&C.
Customise the Quote Request appearance

If you scroll down, the next section allows you to customise the look and feel of your quote request:

  • Logo – drag and drop or upload a logo file from your computer.
  • Colours – click on one of the boxes to bring up a palette to customise each of the quote request features.

Choose a colour for each of the quote features.

  • Contact detail – choose how to display and orient contact details on the quote request (your organisation and the supplier’s).

Display/orientation options for contact details

  • Layout – select how the quote content will be aligned on the page.

Content alignment options

  • Text styles – choose a style for headings and body text on the quote from the options.

Choices are shown as they will appear on the quote

  • Heading weight – choose a heading weight from the options.

Add your Terms and Conditions
  • Select the Terms tab to enter your details.

  • Show Terms and Conditions – you can choose to either display a pop-up box on the quote when a link to the Terms and Conditions is clicked on or have the full T&C appear at the bottom of the quote request. Following is an example of both options.

T&C in a pop-up box on the RFQ

T&C at the bottom of the RFQ

  • Make sure you click Save & Close to add the quote request to the system. 
  • Once you’ve saved the quote request template, you’ll see a preview of your design.
Save and preview your design
  • Make sure you click Save & Close to add the quote request to the system. 

  • Once you’ve saved the quote request template, you’ll see a preview of your design. You can click on Edit if you’d like to make further changes.

Use your web template

When working with Requests For Quotes, you will be able to select from web templates you have created by making a selection in the Web Template box.

If you have selected a web template to act as your default, it will automatically be populated in this box for all new Requests For Quotes.

Once you’ve saved the record, you can click on the Preview As Supplier button at the top to open the web version in a new tab.

You can also use the Copy URL button to copy the unique online quote URL to your clipboard so that you can paste it into an email or SMS.

Online supplier acceptance

You can also select whether or not a supplier can accept your Request For Quote online – just click on the Can Accept Online button when you are creating the RFQ if you want to enable online acceptance.

The supplier can then view the web version and click to accept the Request For Quote.

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