The Quote (Quote Item) page

SECURITY  Security level with access to CRM and object permissions to add or edit All Opportunities & Quotes, or edit Mine if you are the owner of the Opportunity associated with the quote.

NAVIGATION  New Quote or Edit Quote window > Save & Open Quote

NAVIGATION  Quotes table > click a quote or right-click the quote and select View/Edit Quote Items

NAVIGATION  Opportunity table > right-click the opportunity tied to this quote and select View/Edit Quote Items

NAVIGATION  Opportunity page >  context menu > Quote Items

NAVIGATION  Sales Order Detail page >  context menu > Items

Creating a quote is a 2-stage process. You create the quote and populate the quote-level fields on the New/Edit Quote page. Refer to Adding or editing an Autotask quote. The quote items, however, are added on the Quote page, also referred to as the Quote Item page. This page is the internal working version of the quote.

On this page, you perform quote-level management tasks, but you also add and manage quote items.

Button Description

New Item

To add a new quote item to the quote, click the New Item dropdown and select the item type you want to add to the quote. A window will open. Refer to Adding or editing a quote item.

Tools

Refer to Tools menu.

Edit Quote

Click Edit Quote to edit general quote information and terms. Refer to Adding or editing an Autotask quote.

NOTE  If you have integrated with Kaseya Quote Manager (formerly Datto Commerce), the quote will open in Kaseya Quote Manager.

Publish Quote / Re-Publish Quote

Click Publish Quote or Re-Publish Quote and select an option. Refer to Publishing a quote.

Preview Quote

To preview the quote in the format it will appear to the customer, click the Preview Quote icon. Refer to Viewing or previewing a quote.

Print

Click the Print icon to print the quote item page.
Option Description

Set as Primary Quote

If there are multiple quotes associated with the same opportunity, one of them is designated the primary quote. There can only be one primary quote. If the associated opportunity has a sales order, you cannot change the primary quote.

  • If the currently displayed quote is not the primary quote, click  Set as Primary Quote.
  • If you want to make another quote the primary quote, select it from the Quote drop-down menu and click the check mark to the right of the quote selector. This will set the selected quote as the primary quote for the associated opportunity.

Import Items from Existing Quote

Select this option to import quote items from an existing quote for the same or a different organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site.. Refer to Importing items from an existing quote.

Create Devices Your Autotask instance may be configured to use one of the following terms instead: Asset, Configuration Item, Installed Asset, Installed Product.

Select this option to associate quoted products and charges with a customer account, and optionally create billing subscriptions. The Devices Wizard will launch. Refer to Installing a product as a device.

Create Recurring Service Contract

Select this option to create a recurring services contract that will include the services and service bundles on the quote. You can add additional services to the contract, or even launch the wizard if the quote does not contain any services.

View Opportunity

Click to open the opportunity associated with the quote.

Won Quote

Select this option to launch the Won Quote Wizard for the selected quote. If the quote is not the primary quote for the opportunity a message opens:

  • If the opportunity does not have an associated sales order, you can make the quote the opportunity's primary quote and then proceed with the wizard.
  • If the opportunity does have an associated sales order, you will be advised that you cannot win the quote because the opportunity already has an associated sales order.

Refer to Winning or losing quotes (quick quotes).

Lost Quote

Click Lost Quote to launch the Lost Quote page for the selected quote. Refer to Winning or losing quotes (quick quotes).
Field Description

Currency Toggle

f Multi-currency is enabled and the customer currency of the quote's organization differs from the internal currency, the Currency Display Toggle is displayed on the quote. The left option is always the customer currency, and the right option is always the internal currency. It defaults to the customer currency. When the customer currency is selected, all currency columns display in customer currency except Unit Cost and Gross Profit.

NOTE  If you do not have permission to view internal cost data, Unit Cost and Gross Profit are not visible.

The currency selection only affects the display on this page; it does not determine the currency on the published quote, which is always in the customer currency.

Quote

The currently selected quote is displayed. If only one quote is associated with the opportunity, it is identified as the Primary quote. If additional quotes are associated with the opportunity, you can select any one of them from the dropdown control.

If the opportunity has multiple quotes, and the currently selected quote is not the primary, click this icon to make it the primary quote.

Click the + icon to add another quote to the opportunity. A dialog box will give you the option to copy the quote items from the quote you are currently viewing to the quote you are about to create.

NOTE  The External Quote Number must be unique for all quotes associated with the same opportunity.

NOTE  If the quote's opportunity is associated with a sales order, you will not be able to change which quote is the primary quote.

Last published

If the currently selected quote has been published previously, the publication date, time, and name of the resource who published it will appear here.

Group By

If you select a group by option, the table immediately updates to display the items in the selected grouping. The group by choice you make on the Quote Item worksheet determines how the quote items are grouped on the published quote.

NOTE  One-time item discount items, Shipping items, and Optional items are not grouped. The always appear separately at the bottom of the list.

Group by option Description
Do not group The items are not grouped and will be sorted according to the arrangement in the table.
Group by Period Type Only (this option is the default display) Sorts the items by period type, for example, Yearly Items, Monthly Items, One-Time Items, in the order of Yearly, Quarterly, Monthly, One-Time. A header row and subtotal row display for each Period Type group.
Group by Product Category only Sorts by the Product Categories your Autotask administrator has set up to organize the Products you track in Autotask. A header row and subtotal row display for each Product Category group.
Group by Period Type, then Product Category Sorts the items by Period Type, then sorts by Product Category within the period type groups. A header row and subtotal row display for each Period Type group.

NOTE  This option matches the arrangement applied by selecting the previously available check box Group by Product Category.
Group by Product Category, then Period Type Sorts the items by Product Category, then sorts by Period Type within the product category groups. A header row and subtotal row display for each Product Category group.

Quote items can be sorted, edited, set as optional/not optional and deleted at any time using the inline icons or the right-click menu.

  • Optional items are not converted to charges or billing items when you run the Won Opportunity Wizard. You must set them to non-optional before you close the opportunity.
  • Editing and deleting items cannot be undone. You will have to manually re-do the items.

NOTE  You cannot delete a quote item from a quote associated with a sales order.

Hover over the name of a line item to display the item description. To modify the description, right-click and select Edit Item.

If the quote has been won and the quote items turned into charges, with the appropriate security level you can click the item name to view details of the charge. Refer to Adding or editing a ticket charge.