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Quotes - Management

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unavailable in Birdview PM Lite, Team, Enterprise
available in Birdview PSA Team and Enterprise license plans

Overview

This article provides a step-by-step guide on creating quotes within Birdview, detailing how to add line items through import or manually, customize line item descriptions, and manage quote settings to streamline your billing process. The article provides a detailed description of columns and fields appearing on a quote.

Creating a quote

To start creating a quote:

  1. Click Invoices & quotes on the left-hand menu
  2. Go to Quotes tab.
  3. Click + Add quote.
  4. Specify the quote number. 

Tip

Birdview auto-generates a number based on the number of the previously saved quote. You can either leave it or specify your own.

 

  1. Fill in the fields in accordance with the table below:
Field Preset values/manual entry Comment
Quote date Date picker Date of issuance of the quote.
Currency List of available currencies1 The currency used for the quote items. A single currency is permitted per quote.
Valid until Date picker The date on which the quote expires.
Customer List of available customers   For how to add a customer, see Adding customers.
Status
  • Draft (default)
  • Sent
  • Accepted
  • Rejected
  • Voided
 The current status of the quote.
Message on quote Manual Any comments to be conveyed to the customer re the quote.
Bill to Customer profile info, if any + manual entry Bill-to address, i.e. the address where the recipient of goods or services would like the quote to be sent. The address is pulled from the customer's profile (Company settings > Customers).
Note Manual  Internal note: the customer will not see it. 
Template List of templates2 Only templates with no customer specified, or ones with the customer selected on the quote specified in their "Customer" field.
1
The number signifies calendar days.
2
Projects with the status "Template".

Quote columns

A quote grid consists of the following columns/fields:

Column Preset values/manual entry Comments
# Automatically incremented item number The ordinal number of a quoted item.
Description Manual The field contains a description of a quoted item, e.g. a service.
Unit
  • Pcs
  • Hours
  • Days
 Select a preset unit of measurement to go with the quote line item, e.g. Pcs for delivered individual pieces of a commodity.
Unit price or rate Manual Price or rate value to apply to the line item.
Quantity Manual The quantity of selected units of measurement for the line item.
Amount Calculated value Total amount calculated for the line item.
Primary tax List of available taxes For how to add a tax, see Tax rates.
Secondary tax List of available taxes For how to add a tax, see Tax rates.
Discount Manual1 The value of a discount applicable to the line item.
1
Discount may be specified in % or as a monetary value.

Importing line items to quote

You can import line items to a quote being created from sets of existing items (e.g. a product or service from the list of products and services available in System lists). Also, if you select a template (see Template field above) and the template contains expenses or flat fee activities, these can be imported into the quote. You can select individual items to import, or choose all to be imported from a given source, e.g. a template.

Three separate groups of items are available for importing to the quote being created displayed as three buttons:

  • Add products and services (source: Company settings > Systems lists > Products and services) 
  • Add expenses (source: selected template. See Template field above)
  • Add flat fee activities  (source: selected template. See Template field above)
Quotes_add_items.png

 

Adding a product or service

  1. Make sure there are products or services added to the system list of the same. 
  2. Click Add products and services.
  3. Select items on the list of products and services you wish to be added one by one, or to select all, click the checkbox button in the top left cell.
  4. Click Add to quote.
  5. Edit the items, if required, by editing description, adding a tax, discount, etc. 

Adding an expense/flat fee activity

  1. Select a template in the Template field of the quote (see above). 
  2. Click Add expenses/Add free activities.
  3. Select items on the list of expenses/flat fee activities you wish to be added one by one, or to select all, click the checkbox button in the top left cell.
  4. Click Add to quote.
  5. Edit the items, if required, by editing description, adding a tax, discount, etc.

Adding a manual line item

Besides importing existing items from the product & services list or a template, you can create line items from scratch.

To add a line item to the quote (using the keyboard or mouse to move cell to cell):

  1. Click + Add line item.
  2.  Type a description. Press the Tab key to jump to the next cell. (Alternatively, use the mouse.)
  3. Press Enter and make a selection in Unit field, e.g. Pcs. Press Tab. (Alternatively, use the mouse.)
  4. Type an amount in Unit price or rate.  Press Tab. (Alternatively, use the mouse.)
  5. Type an amount in Quantity. Press Tab twice to skip Amount (calculated automatically). (Alternatively, use the mouse.)
  6. Press Enter and make a selection in Primary Tax.   Press Tab. (Alternatively, use the mouse.)
  7. Press Enter and make a selection in Secondary Tax.   Press Tab. (Alternatively, use the mouse.)
  8. Press Enter and make a selection in Discount. Press Tab. (Alternatively, use the mouse.)
  9. Enter a discount value.
  10. Click Save to save the quote.

Tax application rules

The following rules govern the taxes stated in a quote:  

  1. Taxes are applied per line item. In other words, taxes may be skipped for individual items.
  2. Each tax is applied to the line item base amount (Amount column).
  3. Total tax appearing in the quote totals is the sum of the two taxes.
  4. Primary and secondary taxes are applied separately on the quote total amount.

Editing a quote

To open a quote in editing mode:

  1. Click through Invoices & quotes > Quotes. 
  2. Hover over the quote.
  3. Click AC_detail_btn.png.

Previewing a quote

To preview a quote:

  1. Open the quote in editing mode.
  2. Click Quotes_preview_btn.png.  

Duplicating a quote

Duplicating a quote

To duplicate a quote:

  1. Open the quote in editing mode.
  2. Click quotes_duplicate.png. 

Sharing a quote

There are a number of sharing options:

  • Download
  • Copy link
  • Send by email.

These are available at the following locations:

  • Share menu on the toolbar in the quote editing screen (Quotes_share_btn .png) .
  • More actions menu (more_action_btn.gif) accessed by hovering over a quote on the Quotes tab. 

Audit trail

The history of changes made to a quote can be checked at any time. To view the audit log, proceed as follows:

  1.  Open a quote in editing mode.
  2. Click more_action_btn.gif at the right end of the toolbar.
  3.  Select Audit trail.

Editing quote header and footer

You can edit the header and footer of a quote. For editing the default footer that will apply to all subsequent quotes, see Quote settings.

To edit the header and footer:

  1. Open a quote in editing mode. See Editing a quote above.
  2. Click more_action_btn.gif at the right end of the toolbar.
  3. Select Edit header and footer.
  4. Make changes to Company name, Company address and/or Quote footer. 
  5. Click Apply to save changes.  

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