With the Premium version of the plugin all quotes are organized just like orders in Orders page.
When a new quote request is received, it will appear in the Orders page, but next to it you’ll find a label that shows the status of the order or quote.
If you select a new quote from the Orders page, you will be able to read and edit the details. The Quote detail page is made of two main sections.
The first section includes customer’s details and the products in the request.
The second section includes the message sent by the user and the quote settings that the user will receive.
You can enable the option for the customer to “pay now” for order, so the customer can pay without adding billing/shipping information. (This information must be added sending the quote).
On top of the quote order you will find two sections for editing customer’s billing and shipping details if the user already exists on your shop. Click on Load billing address or Load shipping address to load the information saved to the customer’s account from previous orders.
Then, check the list of products in the request. Click on the pencil icon next to each item to edit the quantity and the price of each of them, so you can offer your customers the exact price you have in mind for each of them.
For any decreased price, a discount will be underlined in the email or pdf document that the users receive and the total discount will be shown just before the Total, as in the following quote email.
By adding a custom item meta, it will show inside the PDF, cart page and checkout page. This meta should start with “RAQ_”.
In addition to total cart, that is the sum of product costs, you can add extra costs for each additional expense the admin has to include in the quote.
You can add additional products, shipping fees and other fees.
Click on Add item(s) button at the bottom of the list of products to add extra options.
Select one of the following:
- Add product: if you want to add any additional product from your shop.
- Add fee: select this if you want to add any extra cost not included in the quote.
- Add shipping cost: if you want to add custom shipping costs. Please, refer to this page for shipping configuration details.
All the extra costs will be listed in the quote just before the Total line, as shown below:
In order to include the shipping fees within the quote, it is essential to activate the shipping fee management on WooCommerce and to enable at least one of the shipping methods.
Please note: you need to configure the shipping zones from WooCommerce version 2.6 and, for each of them, enable the shipping methods.
For the correct configuration, we suggest you follow WooCommerce official documentation.
Click on the Add item button and then on Add shipping cost.
You can specify the following:
- label: as it appears on the frontend;
- shipping method: among the ones available in the shop
- amount: to specify the amount for your custom shipping.
Do not add any shipping cost to let your customers use the methods and costs set up for your shop.
All the extra costs will be listed in the quote just before the Total line, included the shipping cost and the name you gave to it, both in the email and in the PDF document.
Override shipping costs
Do you want to prevent the user to use a different shipping method rather than the one you suggest them in the quote?
Enable the option Override shipping in the section below, if you want users to be charged only the shipping fee added to the quote, or disable it if you want to charge both costs, the shipping costs in the quote and the general ones set up for your shop.
On the checkout page, after accepting the quote, the user will view the shipping cost details without the possibility to select any other shipping method enabled on the store.
You can override the user data related to the shipping and billing while creating the quote.
Let’s see together how to do this.
Select the fields that you want to edit and insert the new data.
Click on Load billing address or Load shipping address if you want to import these details from the ones saved in the user’s account from previous orders. In the Shipping section, you can also Copy billing address from the Billing section.
After that, scroll down to the option called Override checkout fields and pick one of the following:
- Override Billing and Shipping info, if you have edited both billing and shipping data, the information will be loaded on the customer’s end as you entered them.
- Override Billing info, if you have edited only the billing data.
- Override Shipping info, if you have edited only the shipping data.
- Do not override Billing and Shipping info: if you haven’t made any changes to them.
Before sending the quote, choose whether give the user the possibility to edit the data you have entered on the checkout page or not.
Lock the editing of fields selected above if you don’t want them to change that information.
The checkout form will be completed automatically with the updated data when the user accepts the quote.
Finally, make sure you the option Override Shipping is enabled if you want to avoid that your users are charged twice for the shipping costs. On the other side, leave it disabled if you want to charge users both the shipping fee added in the quote and the general one set up for your shop.
Once configured the products and the quoted price in the quote detail page, you can go on and configure the additional settings listed below:
- attach a message before or after the products
- attach a file to the quote email
- set an expiry date after which users can no longer buy at the agreed price
If setting the expiration date for the quote, the coupon created when changing the price will also have an expiration.
The messages, the expiration date will be visible in the email and PDF quote.
When everything has been configured the right way, you can finally ship the quote.
If you have enabled PDF generation, it will be automatically created and attached to the customer email.
If you want to generate and preview the PDF before sending the quote, you can click on Create PDF button and View PDF. Then, click on Send Quote to send the email to your user.
Once you’ve sent the quote, its status will go to Pending Quote as it is now up to the customer to accept or reject the quoted price.
In the Quote Settings tab, you can configure specific options that will apply to all the quotes generated through your site.
Let’s see which options are available.
The first section of this tab is about orders and links:
Enable order creation: this option is recommended, as this allows you to automatically create an order together with the quote. This way, as soon as customers click on the Accept button they will be able to proceed to the checkout with all products, price and information added before.
Show users the link to accept the quote: this option lets you add the Accept link in the email and PDF file.
Write in the text for your the “Accept” link: change the text of the Accept link that will take your users to the page you choose in the option below.
Redirect page: choose here the page where your users will be directed once they click on the Accept link to accept the quote.
Show “Reject” link: choose whether to show a Reject link or not.
Write in the text for your the “Reject” link: edit here the text of the Reject link.
From this tab, you can also edit the email with the quote offer sent by the admin to the customer. Click on the button Edit the Quote email options to edit all options available for this email.
The same applies to the email that the admin receives every time a user accepts or rejects a quote. Click on the button Edit the accepted/rejected Quote Email options to edit all options available for this email.
Refer to this page for more details about the email configuration.
Generate automatic quotes
This second section is all about options that let you configure the store so that quotes are automatically generated. If the option is enabled, your users will be able to send a quote and to receive an automatic quote with the total price calculated out of all the products in the quote. This option is useful if you don’t want to show prices, but want to share them only if users get in touch with you.
Let’s see how to configure these options.
Generate quotes automatically: enable this option to let the plugin automatically send an email with the quote to customers who send a quote request.
Payment method: select the payment method you want to use specifically for accepted quotes. Leave this field empty to allow all in WooCommerce enabled gateways.
Start a cron every: with this option you can decide when the automatic quote email will be sent to your users. This can either be minutes, hours or days. Set 0 if you want to sent the quote immediately.
We suggest setting it to 4 or 5 hours to make the quote look more realistic, as if there is a person behind it. You can set it to “0” but please consider that this will make your users immediately understand that there’s a robot (and not a person who cares about them) behind the quote. This could make the quote and added discount lose part of its marketing efficacy.
Set a default expiring date after a certain amount of days. The quote will automatically expire based on the days you have set.
Add default shipping on quote: check this option if you want to apply the general shipping fee set up for your shop.
Enable the option to add multiple shipping costs: enable this option if you need to apply more than one shipping fee to the quote. The total will be shown on the quote offer.
In order to create a new quote without having first received a request from your users, you can do the following.
Access the Orders page from your WooCommerce menu and click on Add new quote.
Choose a customer from users registered in the shop or leave Guest if the user will register later.
Enter all the information that can be useful for the quote request and, please, make sure you fill in Name and Email fields, which are required.
In order to add one or more products to the quote, click on Add Item(s) and then on Add Product(s).
If you want to offer the products in the quote at a different price from their regular price, click on Edit item and type your own price.
Save first changes in the products and then in the request.
If you have enabled PDF documents, you’ll be able to create the PDF quote by clicking on the button Create PDF. This will allow you to view the PDF quote before it is sent to the user.
In conclusion, click on the Send Quote button to send the quote.
PLEASE NOTE: the PDF document is attached to the quote only if the PDF management option has been previously enabled in the plugin settings panel.