Price Quotes Module - Manual Accepio
The Price Quotesmodule is the most important part of the Accepio application. This is where you create price quotes for your customers, manage their status, communicate with customers, and evaluate the success of your sales opportunities.
Each price quote is always:
- assigned to a specific customer,
- stored in the system,
- trackable over time from creation to its final outcome.
Thanks to this, you always have a clear overview of the stage your sales opportunities are currently in.
Price Quote List
When you open the Price Quotes module, a table with all the price quotes you have created is displayed.
Search and Filtering
Above the table, there is a search field that allows you to filter price quotes by:
- price quote number,
- customer name or company name.
In addition to search, you can also use a filter by price quote status. This allows you, for example, to display only sent price quotes that are still awaiting a customer response, or only won price quotes.
Information in the Table
In the list of price quotes, you can see for each quote:
- quote number,
- creation date,
- customer’s name or company name,
- customer’s address,
- contact details (email, phone, contact person),
- total price excluding VAT,
- price including VAT (if you are a VAT payer).
This overview allows you to quickly navigate even when dealing with a larger number of price quotes.
Creating a New Price Quote
You can create a new price quote by clicking the Add button. After clicking, the detail of a new, initially empty quote will open, which you can fill in gradually.
Creating a price quote takes place directly in its detail view and consists of several steps that you can complete in any order.
Price Quote Detail
The price quote detail is divided into multiple sections to make working with it clear and intuitive.
Top Bar of the Quote
At the top of the detail view, you will find the main controls:
- Quote Status – shows the current status (e.g., Created, Sent). You can change the status by clicking on it.
- PDF – opens a window to generate the price quote as a PDF.
- Advanced Menu – contains additional functions, such as:
- general quote settings,
- text translations,
- creating a copy of the quote,
- exporting or importing items to XLSX,
- deleting the quote.
Quote Header
At the top of the price quote itself, there is a header that includes:
- your company logo (if set),
- your company name and address,
- contact information (phone, email).
If no logo is set, your company name will be displayed as text. The header information is automatically taken from the user profile.
Customer in the Price Quote
Each price quote must be assigned to a customer. You can:
- select a customer from the list of existing customers,
- create a new customer directly from the quote.
For companies, the system helps by searching the financial registry when entering data, minimizing errors in identification information.
Basic Quote Information
Below the customer information, there are three important fields:
- Date – the date the price quote is issued,
- Valid Until – the date until which the quote is valid,
- Quote Number – the unique number of the price quote.
All of these fields can be manually edited as needed.
Texts in the Price Quote
Accepio allows you to work with texts directly within the price quote.
Text Above Items
Above the items in the quote, there is a text field where you can enter introductory text, such as a customer greeting or a brief description of the quote.
Text Below Items
Below the items, you can enter additional text, such as supplementary information, terms and conditions, or notes regarding execution.
These texts are printed in the PDF and also displayed in the interactive quote.
Price Quote Items
Items represent the actual content of the price quote. Accepio supports three types of items, which you can combine as needed.
Product Item
The product item is the most commonly used type. When entering it, simply start typing the name and the system will automatically suggest products stored in the Products module.
If you enter a new name that does not yet exist in the system, the item will automatically be saved as a product for future use.
For a product item, you enter:
- price (including or excluding VAT, according to settings),
- discount (none, percentage, or absolute),
- VAT (if you are a VAT payer).
You can also add an image to the item, which will appear directly in the price quote.
Note as an Item
A note is a special type of item without a price. It serves to separate sections within the quote, for example, to create a heading or explanatory block between products.
Using notes increases the clarity of the quote and gives it a more professional appearance.
Summary
Summary is a special item that totals prices from the last summary or from the beginning of the quote. It is mainly used to divide the quote into multiple logical sections, such as:
- preparatory work,
- implementation,
- service tasks.
Each section can have its own subtotal, which is very clear for the customer.
Generating PDF and Printing the Price Quote
After creating a price quote, the next step is to send it to the customer. Accepio offers multiple ways to present the quote, with the basis being generating a professional PDF document.
Opening PDF Settings
In the price quote detail, click the PDF button. A separate window will appear where you can set the appearance and content of the PDF document. A major advantage is that the quote preview is displayed in real time, so you immediately see the result of each change.
Price Quote Templates
Accepio offers several pre-made templates:
- 2 templates are available for free,
- 4 templates are available in the PREMIUM version.
Each template has its own layout and design. When changing the template, the default colors of the selected template are automatically applied. If you are using the PREMIUM version, you can then customize these colors according to your company’s branding.
PDF Appearance Settings
In the PDF settings, you have many options to customize the document exactly to your needs.
For example, you can set:
- whether item prices are displayed in a row or a column,
- item font size,
- whether item prices should be printed,
- whether the bottom summary should be printed,
- whether product images should be displayed.
These settings allow you to create a simple or very detailed price quote depending on the type of project.
Downloading, Printing, and Sharing PDF
After setting up the quote appearance, you can:
- download the PDF to your computer,
- print it,
- share it – this option is especially useful on mobile devices, where you can quickly send the PDF via email or social media.