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Quote a request

Build the quote on the request: price each line, pick parts from your catalog, set In stock or a lead time, then review the message and send it. The customer gets it by text or email with a PDF and a link to approve.

Who: counter reps and inside sales reps. When: as soon as you own an Inbound request, or when a customer asks for a price with no request.

No Gearflow account? A vendor who gets the request by email quotes from the link in that email. See Video: quote a Gearflow request: 2.5 minutes, with a one-page PDF guide.

Videos: Quote a parts request (1:52) and Find and resend the quote PDF (1:33) show these steps on screen.

#Start the quote

• From a request: open the request and click Send quote.
• With no request (a customer at the counter or on the phone): click + in the top bar, then Send quote. Or click Send quote at the top of the Parts page. Under "Who is this quote for?", click Choose a customer and select the customer, or click New customer… to add one.

The sheet opens with the title Quote this request (or Send a quote when the customer asked for nothing yet).

#Steps

1. Check the quote details. Quote number has your next number already, and Valid until is 30 days from today. Change them if you must.
2. Add a note in Note to customer if needed: lead times, substitutions, anything they should know. The note starts the message you review later.
3. Price each line. For each part the customer asked for, enter the part number, quantity, unit price and description.
   • To use your catalog, click Find in catalog on the line. Type a part number or a description, then select the item. Gearflow fills in the part number, description, price and stock. The quantity does not change.
   • If you have a quote PDF from your own system, drop it on the sheet. Gearflow reads it and fills in the prices. Check each price before you send.
4. Set availability on each line. Each line starts as In stock. If the part is not on your shelf, turn In stock off and enter a Lead time in days, or an available on date.
5. Choose where it ships from, if your account has stock locations. Use Ships from on the line. Each location shows how many are on hand.
6. Remove what you cannot supply. On a line the customer asked for, click Can't supply. To add a part they did not ask for, click ＋ Add part, then set Answers to the part it replaces, or to "Nothing they asked for — an extra".
7. Enter costs. For a delivery order, Shipping cost is required: enter 0 if it ships free. Sales tax is optional and is a dollar amount.
8. Click Review and send. If the button is not active, read the "Still needs …" text next to it.
9. Review the message. Message to customer is the text the customer gets. Edit it if needed. Under Attached, open the PDF and check it.
10. Choose who gets it. Under Send to, the requester and the people on the request are already selected. Add or remove people, or click Add contact.
11. Keep the follow-up on. Follow up if they don't reply sends one reminder after 3 business days. It does not go if the customer replies, accepts or declines first. Change the date or the text if needed.
12. Click Send quote. You see "Quote sent to customer."

#What the customer gets

• By email: the message with the quote PDF attached. The subject is "Quote number from your company". The last line is a link: "Approve the quote and add your PO number here".
• By text: the same message, with a link to the PDF (the link works for 7 days) and the approval link.
• Each contact gets the quote on their own channel: text, email or both. A contact who replied STOP gets email only. To change a contact's channel, see Customers and their units.

#The customer's discount

You do not type a discount on the quote. Set the customer's Discount off list, % on the customer instead (see Customers and their units). When you pick a part from the catalog, its price is the list price less that discount. The line shows a note, for example "List $28.50, 10% off". The PDF shows the net price and no discount row.

#The quote PDF

The PDF has your company name and logo, the quote number, the date, Valid until, Prepared for, Ship to (or Will call), a table of the lines (part number, quantity, ships from, lead time, unit price, total), then the subtotal, shipping, tax and total. Your note prints under "Note from your company".

#What you see after

• The request moves to the Quoted lane. Its Customer card reads Quote sent.
• The quote is a message in the request's customer thread, with the PDF.
• To change a sent quote, click Update quote, make the change and send again. The customer gets a new message and a new PDF. An approval of the old version no longer counts.

#Common mistakes

• Leaving In stock on for a part you must order. The customer reads "in stock". Turn it off and enter a lead time.
• A contact with no email and no phone (for example, one made before Gearflow required one). That person gets nothing, and no warning shows. Add an email or a phone to the contact first.
• "enter a price, or uncheck this line". A line has no price. Enter the price, or click Can't supply (or the x on a line you added).
• "Some lines are priced at $0.00." If the price is correct, select I confirm these prices are correct.
• "Keep at least one line on the quote." A quote needs one line or more.
• "Price at least one of the customer's lines." You priced only extra lines. Price one of the parts the customer asked for.
• No Find in catalog button. Your catalog is empty, or your seat cannot read it.