Learn how to generate Sale Quotes and Sale Invoices within the FTA as an In-House Service Agent.
Creating and Managing a Sale Quote
1.
Once you've logged in the FTA and opened the Job Details page, go to the ‘Charges’ tab in the top menu.
2.
Click on Create Quote.
3.
Fill in the Sale Quote form:
Description of Work: Outline what needs to be done to resolve the issue and complete work.
Work Breakdown: This is where you list all items such as Call Out, Labour, additional Service Actions, any Parts Replacement, etc., along with their rates.
Once completed, click Save.
4.
The quote will be saved in a Draft Status.
From here, you can choose to:
Decline: If the Customer has not approved the quote.
Send for Approval: This is to send an email notification to the client along with the Quote PDF for them to review, approve and pre-auth.
Approve: If the Client has already approved the Quote through another method (via phone, in person, etc.) rathen than via the email notification.
Quote Declined verbally
Select Decline at the bottom menu and Confirm on the popup.
The Quote Status will change to Rejected and no further action is required.
Quote to Send for Approval
Click Send for Approval at the bottom menu.
The Customer Name and Email Address will automatically be pre-filled.
Confirm this is correct and Submit.
The Quote Status will change to Pending Approval and an email notification will be sent to the Client with a link to approve the quote.
When the Client approves the Quote, its Status will automatically change to Approved.
From this point, you can continue work and send the Quote to billing - see next section ‘Creating and Managing a Sale invoice’.
Quote Approved verbally
If the Client approves the quote in front of you, you can approve the quote for them by clicking ‘Approve’ at the bottom menu.
Fill in the Quote Approval Form:
Customer Name
Customer Email Address
Capture Customer Signature
Capture Name of person who signed
Add your Signature
Then, click on Submit.
The Quote Status will change to Approved.
From this point, you can continue work and send the Quote to billing - see next section ‘Creating and Managing a Sale invoice’.
Creating and Managing a Sale Invoice
Processing a Sale Invoice in the FTA requires your customer’s signature. Only proceed when you are on site with them and they are available to sign.
1.
When the Quote is approved you will need to send it to Billing: select Manage Quote.
2.
Click on Create Invoice and confirm.
3.
A Sale Invoice will now be created and set as In Progress.
To capture payment and/or send the invoice, click on Manage Invoice.
4.
Select Capture Payment from the bottom menu.
5.
Enter the following details:
Amount to Pay: Enter the amount manually, or select ‘Collect Outstanding Amount’ to use the quoted amount.
Payment Method: Credit Card or External (Bank Transfer).
Client Email: Enter the Client Email Address.
Signatures:
Capture the Customer Signature.
Add your own signature.
Once completed, click Confirm.
6.
The Invoice Status will update to Billed.
You can now send it to your client by clicking ‘Send Invoice’ and confirming the client's email address.
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