How to Raise a Quote, Send it to Customers, and Have Them Approve it on Okappy

Raising a quote and getting customer approval before starting a job or raising an invoice is a straightforward process in Okappy.

Follow these steps to streamline your workflow and ensure clarity with your customers.

Step 1: Create a New Quote

1. Navigate to the Invoices section:
From the Okappy dashboard, select the “Invoices” tab.

2. Select “New Invoice”:
Click on the “New Invoice” button in the top right corner. A window will pop up allowing you to select the invoice type.

3. Select “Quote”:
From the drop-down menu, choose “Quote”. Then, click “Select customer”.

4. Fill in Quote Details:
Enter customer details, the reference, tax date, and all other relevant information like descriptions of services, quantities, and prices. You can also adjust the tax rate and discounts if necessary.

5. Raise the Quote:
Once all information is filled in, click “Raise quote”. This will save the quote, which you can now send to your customer for approval.

Note: If the quote approval column is not showing, click Invoice options towards the top right of the screen. Select Change page layout and ensure the Approved checkbox is ticked.

Step 2: Send the Quote to Your Customer

1. Select the Quote:
After raising the quote, it will appear in the invoice list with a status of “Quote”. Click on the quote you wish to send.

2. Email the Quote:
Once you’ve selected the quote, click on the email icon to send the quote to your customer. Fill in the recipient’s email, subject, and any personalised message to accompany the quote.

3. Send the Email:
Once the message is complete, click “Send email”. Your customer will receive the quote in their inbox.

—

Step 3: Customer Approves the Quote

1. Customer Receives the Email:
The customer will receive an email with a link to view and approve the quote.

2. Customer Approves the Quote:
The customer can review the quote and approve it by clicking the confirmation button and sending their approval message, such as “Yes, I am happy with your quote. Please go ahead.”

—

Step 4: Confirm the Approved Quote

1. Receive the Customer’s Approval:
After the customer approves the quote, you will receive a notification in your invoice section.

2. View Approval Details:
You can view the approval details including the customer’s name, approval message, and the time it was approved.

—

Step 5: Raise a Job or Invoice

Once the quote is approved, you have the option to either raise a job, convert the quote into an invoice, or both.

By following this process, you can easily raise, send, and confirm quotes on Okappy, keeping communication transparent and your customers informed at every stage.

This step-by-step guide ensures you and your customers are aligned, allowing for a smooth and efficient transaction process on Okappy.