Quotes in eInsight Sales provide an opportunity to create and send a quote to an account or potential account that outlines the cost of services or goods that could be provided if the account signs a contract with the hotel group.

There are six menu options in the Quotes module; Create Quotes, View Quotes, Import Quotes, Import Line items, Recently Viewed, and Favorites.

Create Quotes

When creating a a quote, the fields with an asterisk (title, valid until, and quote stage) are the minimum required fields. The more data entered in the quote; the better informed the sales team will be to process the quote and the more informed the contacts with the account are on the costs of hotel rooms and meeting/conference services at the hotels.

To create a new quote, select Create Quote.  

In the Overview section, enter a Title for the quote and a Valid Until date.  Select the Quote Stage for the sales stage of the quote (i.e. Draft, In Progress, Sent to Customer, etc.).  Enter values in all other applicable fields.

Note
Quotes are automatically assigned to the user creating the quote or can be changed to another sales team member.  Also, if a quote is in regard to a specific hotel or number of hotels, select the associated hotels.

In the Address Information section, if available, select the account and contact associated with this quote.  Enter values in all other applicable fields.

In the Line Items section, to add line items to the quote, first select the Add Group button and select Goods or Services group.  

Note
Goods are typically hard items available at hotels such as hotel rooms or meeting space.  Services are typically soft items offered by people such as beverage service, room setup, etc.

Select and enter all line items required for the quote and fill in the appropriate details for each, paying close attention to the quantity and prices quotes, as those will calculate in the total costs on the quote.

Once all line items have been added to the quote and the Subtotal, Taxes, and Grand Total are as expected, select SAVE to complete the quote.

View Quotes

To view existing quotes, hover over Quotes then select View Quotes. 

Filter

There are 9 filter options for locating quotes.  Use any combination of filters to narrow down your search and select Search.

The results display in the window below.  To open any quote, select the Title of a quote in the list.

From the Quotes record view, you have a selection of actions you can do within each quote. Select Actions then select the option you would like to explore.

Note
Print PDF and Email PDF are the most common actions used to deliver quotes to an account or contact, and both options require an quote template to already exist for the PDF.  See the PDF Templates and/or Email Templates section of this guide for building and maintaining Quote templates.

Import Quote

To import a list of new quotes or to update a list of existing, hover over Quotes then select Import. 

Import Line Items

To import a list of new line items on existing quotes or to update existing line items on existing quotes, hover over Quotes then select Import Line Items. 

Select Download Import File Template.

Complete the template as directed by the notes in the template. Save template as CSV file. 

Note
The template provides some examples of quotes data already in the system for reference of the type of data required to successfully create or update an existing quote.  For new quotes, at least the required fields on a Quote must have values (Title, Valid Until, Quote Stage).

To upload the saved template file, select Choose File. Determine and select how you would like to import the data (create new records only or create new records and update existing records) then select Next.

The Quotes records are uploaded and/or updated in the system.  If any errors occur or for assistance with importing quotes or line items, please contact your system administrator.

Note
Quotes are not typically imported on a day-to-day basis, but are rather created in the application as the need arises.  This feature would most likely be used for an initial import of quotes from an alternate system or application.  In that case, it is recommended that your administrator guide that activity and assist in the process of importing quotes.

Recently Viewed

To quickly view the quotes your most recently worked on or viewed, hover over Quotes and then over Recently Viewed. The recently viewed quotes will expand. You can select the quote you want to access from here. 

Favorites

You can mark a quote as a favorite by selecting the star next to the quote name from the Quote record view. 

To access the favorite menu tab, hover over Quotes and then over Favorites. The quotes you have marked as favorites display in the list and can be accessed from there.