The Quotes Tool in HirePOS provides a centralized hub to manage, track, and filter quotes efficiently. It allows users to create, monitor, and update quotes based on their lifecycle—from initial creation to conversion or cancellation.

1. Open Quotes

   • Quotes that are active and have not expired or been declined, accepted, or converted.

2. Expired Quotes

   • Quotes that have passed their Quote Expiry Date (found in the Other tab).

   • Customers can no longer accept expired quotes via the {QuoteAcceptanceLink}, though HirePOS users can still update.

3. Declined Quotes

   • Quotes that were explicitly declined by the customer using the quote acceptance link or cancelled by a HirePOS user.

   • Declined quotes are preserved for audit and historical accuracy, and it is recommended to cancel instead of deleting quotes for this reason.

4. Accepted Quotes

   • Quotes that have been accepted by the customer or converted into a reservation by the HirePOS user.

   • These quotes represent agreements with the customer that are ready to move forward in the booking process.

5. Converted Quotes

   • Quotes that have been turned into confirmed bookings or invoices.

   • This stage signifies that the quote is finalized and linked to an active transaction.

To access the Quotes Tool:

• Navigate to CRM > Quotes from the main menu.

The Quotes Screen provides a comprehensive overview of all quotes in the system.

• Drill down into quotes based on their status: Open, Expired, Declined, Accepted, or Converted.

• The screen also offers robust filtering and search tools to pinpoint specific records.

Filter by Date

Easily narrow down quotes based on dates:

• Date Filter: Select from a list of date types to filter by

• Time Periods: you can manually enter the date range to filter records by, or you can select from a list of common date ranges.

Search by Details

Locate quotes using specific information such as:

• Customer Name or Details

• Quote Value

• State

• Branch

• Staff Member Who Raised the Quote

• Quote/Invoice Category

• ...and more

Quote Expiry

• Set the Quote Expiry Date in the Other tab of a quote.

• After this date, the quote automatically moves to the Expired status.

• To reactivate, update the expiry date to a future date.

Declining or Cancelling Quotes

• For record-keeping and historical accuracy, cancel quotes instead of deleting them.

Audit Trails and Historical Accuracy

• Every quote status and change is logged for a transparent record of customer interactions.