Once maintenance tasks have been created, it is possible to issue quote requests by email and receive prices back into your data online.
Preparation to request quotes
- Set up an email template under Settings > Email/Letter Templates > New Template > Type -Quote Request.
- Enter a Maintenance Task.
Starting a Quote Request from the Maintenance Hub
- Click Dashboard.
- Click Maintenance Hub.
- Use the filter options and column sorting to find the maintenance task.
- Click the magnifying glass beside the task.
- Click Send Quote Request.
Starting a Quote Request from the Dashboard
- Click the reminder on the calendar or to-do list and click the Send Quote Request option.
Starting a Quote Request from the Property or Tenancy file
- Open the property or tenancy.
- Click Tasks in the left menu.
- Click the magnifying glass beside the maintenance item.
- Click Quote Request.
Sending Quote Requests
- Check the due date.
- Select a template you've previously set up or type your message using merge fields to add personal details.
- Add recipients, you may need to clear the contact type option as it defaults to preferred suppliers for this property.
- Ensure your email has a quote link. Without the link, the email recipients will not be able to view details or submit their quotes. The link will include if you select the quote request template (as seen below).
- Add any attachments required.
- Click Send Quote Request.
- The contractor can view details and must add a price, valid until date and comments before sending the quote.
- The contractor will see onscreen that their quote has been successfully submitted.
- The contractor may submit more than one quote for the same task and view or edit the quote/s they have already submitted.
- You receive an email each time they submit a quote if they edit one they have to submit it again and it updates on your dashboard as well as sending another email.
- Once you accept a quote the quote links stop working.
- If you send the quote request to more than one contact, they each receive a different link. They can only see their own quotes for the same job with each link you send to them.
Viewing Quotes Submitted online from the Maintenance Hub
- Click the Maintenance hub on the Dashboard.
- Select the Quotes tab.
- Click the Emailed link to see recipients and submitted prices, or to archive this quote.
Viewing Quotes Submitted online from the Property or Tenancy File
- Find the property or tenancy.
- Click Tasks in the left menu.
- Click the Quote Requests tab.
- Click View.
Accepting a Quote
- Click View then View Details to see comments and attachments from the contractor.
- Click Accept to select this quote and create a work order.