This document provides a comprehensive guide on how to manage quotes in HirePOS, including the process of accepting quotes, converting them into reservations or bookings, and customising settings for quote acceptance. By following these guidelines, staff members and customers can ensure efficient transaction processing and effective inventory management.

To accept a quote in HirePOS, you must change the mode from a quote to either a booking or an invoice. The location of the Mode dropdown may vary depending on the layout you are using. Alternatively, you can convert a quote to a reservation to allocate inventory and prevent stock from being booked out by other customers. It is important to note that a quote is not considered confirmed until it is switched to a booking or invoice.

Customers can also accept quotes via email by utilising the {QuoteAcceptanceLink} placeholder in an email template. Email templates can be created in Setup > Preferences > Email Templates & Settings. Ensure that you have added the {QuoteAcceptanceLink} placeholder via the Placeholders drop-down. This placeholder will appear as a button in the email, linking to a preview of the quote with options to accept or decline. When accepted, the quote will be converted into a reservation.

Your business will receive an email notification whenever a customer electronically accepts a quote. You can save this email as a PDF and/or print it for record-keeping as proof of acceptance. By default, confirmation emails will be sent to your business email, which can be viewed via Setup > Business Details.

Additionally, you can include the Staff Email of the staff member who created the quote as recipients of the confirmation email.

If you wish to customise the text displayed on the {QuoteAcceptanceLink} button or if you have multiple custom templates, you can define these settings in Setup > Preferences > Email Templates & Settings > Placeholder Settings.

For added convenience, you can navigate to Setup > Preferences > Default Payment Settings and enable the Convert Quote to Booking on Payment option. With this setting, if a customer pays a deposit using Pin Payments or a payment is manually received, the quote will automatically convert into a booking.

The Quote Expiry Date field can be found in the Other tab within the Quote details screen. If the expiry date has passed, the {QuoteAcceptanceLink} and {ViewButton} websites will display the quote as "Quote Expired" and prevent further acceptance.

You can default the Quote Expiry Date when new Quotes are created by following these steps.

1. Go to Setup > Preferences > Hire & Invoice Date Defaults.

2. Click the Quote Expiry section towards the bottom to expand.

3. Enter a numeric Quote Expiry Days value.

4. Click Save Changes.

When clicking the +New Quote button via the Sales/Hire > Customer Overview screen, the Quote Expiry Date field in the Other tab will now default to the current date plus the Quote Expiry Days. Note that if you create a new Booking (or Invoice etc.) and then retrospectively convert the mode back to Quote then the Quote Expiry Date will not default in this instance.

By following these steps, you can efficiently manage and process quotes in HirePOS, ensuring smooth transactions and accurate inventory management.