What are the different types of Quote document templates and when are they used in SuperOffice CRM?

When working with Quotes in SuperOffice CRM, you can generate different types of templates. These documents and e-mail templates can be found in Settings and maintenance when you go to Lists (1), and go to Document - Template (2) and E-mail template (3) lists.

1. Quotation - main Quote document template (marked in lilac)
    
2. Quote details templates (marked in orange)
    
3. Order confirmation template (marked in green)
    
4. E-mail template for quote and order confirmation  (marked in blue)
   
   
   
   

Quotation – Main Quote document template

• The quotation is a combination of the main quote text and the quote details.
   
• This document is generated when you click on Click to create quote (1) or when you Open (2) a quote and click on Click to create quote document (3).
  
  
  
  
   
• The document is generated in a .docx format and can be edited after it has been created. The document is opened automatically and stored in the Activities (1) tab under the sale.
  
  

 

Quote details templates

• The quote details template text is automatically placed in the main quote document template, where the merge field <<QuoteDetails>> is entered. In the example below, the quote details part is marked in green.
  
  Note!
  
  1. If the merge field <<QuoteDetails>> is missing in the main quote document template, the quote details will be included at the end of the document.
  
  2. If documents are stored in Google Drive, merge fields are not supported.
   
• To generate this document, click on Send (1) in the Quote screen.
  
  
   
• After you press Send, the dialog opens, where you can set up how your quote should look. In the Quote layout field, you can choose which quote details template to insert in <<QuoteDetails>>.
  
  
   
• This document is created in PDF file format and cannot be edited after you generate it.
   

Order confirmation template

• To create this document, click on the Place order (1) button. Next, a new dialog will pop up, where you can:
   
  • Either select the Send order confirmation via e-mail (2) option and click OK (3). This will automatically open an email dialog with an order confirmation document attached to it.
     
  • Or click OK (3) right away. This will generate a PDF document, which will be accessible after clicking on the Show confirmation button.
    
    
    
    
     
• You cannot change the order confirmation template type when you are placing the order. It is selected automatically based on the sales type.
  
  The type of confirmation template to use when you are placing an order is set in Settings and maintenance Lists in Sales – Type, Stages, Quote list. After you double-click on the sale type and open the Quote defaults (1) tab in the Order confirmation template (2) field, you can choose which template should be used after placing the order.
  
  
   
• The order confirmation document is generated in PDF format and cannot be edited after placing the order.
  
  
   

 E-mail text template for quote and order confirmation

• The quote e-mail text template is used when you click on the Send (1) button.
  
  
   
• After clicking Send, you will get a new dialog. There, choose Send as e-mail and archive as PDF (1) so that you can select the E-mail text (2). Then click OK (3) to send it.
  
  
   
• The order confirmation e-mail text template is used when you click on the  Place order (1) button.
  
  
   
• After clicking on the button to place the order, you need to select Send order confirmation via e-mail (1) and then select which confirmation e-mail text template should be used from the E-mail text (1) drop-down list, as well as specify in what language it should be (3). Next, click OK (4) to send the e-mail with the order confirmation document.
  
  
   

More information

FAQ: How do I upload and use document templates in SuperOffice CRM?

FAQ: How do I create and use e-mail templates in SuperOffice CRM? 

Docs: Work with quotes

Docs: Create a quote