Quoting Basics

Learn how to create professional air conditioning quotes, manage customer information and send quotes that convert leads into sales.

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1. Quote Creation Overview

Available System Types

Cooledge supports multiple air conditioning system types:

• Split System: Individual indoor/outdoor units
• Ducted System: Central air with ductwork
• Multi System: Multiple indoor units, one outdoor unit
• VRV System: Variable refrigerant volume systems
• Install Only: Installation of customer-supplied equipment
• Repair Parts: Parts replacement quotes
• Repair Leak: Leak detection and repair quotes

2. Creating Your First Quote

Step 1: System Selection and Configuration

For Split Systems:

1. Select Unit: Choose from your product catalog
2. Installation Type: House or apartment
3. Pipe Length: Distance from indoor to outdoor unit (starts at 3m)
4. Trunking: Decorative covering for pipes
5. Power Supply: Electrical requirements
6. Mounting Options: Indoor and outdoor unit mounting

For Ducted Systems:

1. Select Unit: Choose ducted system from catalog
2. Installation Type: New installation, replacement, or upgrade
3. Return Air Configuration: Fresh air, existing, or new return
4. Ductwork Type: Flexible or rigid ductwork
5. Controller Options: Wall controller type and location
6. Outlet Configuration: Number and type of outlets

System-Specific Tutorials:

• Split System Tutorial →
• Ducted System Tutorial →
• Multi System Tutorial →
• VRV System Tutorial →
• Install Only Tutorial →
• Repair Parts Tutorial →
• Repair Leak Tutorial →

Advanced Quote Configuration:

• Add-ons: Additional equipment (smart controllers, WiFi etc.)
• Custom Pricing: Price "Adjustments" for special circumstances

2. Pricing and Options

Understanding Quote Pricing

Base Components:

• Unit Cost: Air conditioning equipment price
• Installation Labor: Standard installation time and complexity
• Materials: Pipes, fittings, electrical components
• Add-ons: Optional equipment and services

Pricing Adjustments:

• Labor Adjustments: Account for difficult installations
• Material Variations: Adjust for site-specific requirements
• Discounts: Apply customer-specific pricing

Managing Multiple Options

• Option Comparison: Present 2-3 options per area
• Good/Better/Best: Different service levels and equipment
• Include/Exclude Options: Control which options appear in detailed quotes

Step 3: Customer Information

When creating a new quote, you'll need:

Required Details:

• Customer Name: Full name of the customer

• Job Number: Internal reference if required

• Customer Address: Installation address

• Email Address: For sending the quote link

• Lead integration: Quotes created from leads auto-populate customer details

1. Quote Generation and Delivery

Quote Output Formats

PDF Quote Document:

• Professional layout: Branded with your company name, details and logo
• Detailed specifications: Equipment details and installation scope
• Terms and conditions: Payment terms and warranty information
• Licenses and Insurances: Business related licenses and insurances

PDF Report Document:

• Installation Report/Work Order: For detailed breakdown of labour, parts or equipment required for each job. For your technicians or installers

Online Quote Link:

• Mobile-friendly: Optimized for customer mobile viewing
• Interactive: Customers can view pdfs and accept quotes online
• Payment integration: Optional deposit collection
• Tracking: See when customers view quotes

Sending Quotes to Customers

Email Delivery:

1. Review quote details: Verify all information is correct
2. Send quote: Email includes online link
3. Track delivery: See when quotes are viewed

Quote Management:

• Quote Status Tracking: Pending, Viewed, Accepted, Expired
• Follow-up Reminders: Track quote age and follow up timing
• Version Control: Manage quote revisions and updates

2. Quote Statuses and Management

Quote Lifecycle

Status Progression:

1. Pending: Quote sent, awaiting customer response
2. Viewed: Customer has accessed the quote
3. Accepted: Customer has accepted the quote
4. Expired: Quote has passed expiry date (default 30 days)
5. Archived: Quote manually archived or cancelled

Managing Quote Status:

• Automatic Updates: Status updates when customers interact with quotes
• Manual Updates: Update status based on phone conversations
• Expiry Management: Extend expiry dates as needed
• Archive Management: Keep records organized

Quote Analytics Dashboard

• Conversion Tracking: Monitor quote acceptance rates

3. Best Practices for Successful Quotes

Professional Presentation

• Complete Information: Include all relevant system details
• Professional Photos: Include site photos when possible
• Timely Delivery: Send quotes on-site or promptly after site visits

Customer Communication

• Follow-up Strategy: Use the buit-in quote follow up feature (Growth plan and above)
• Provide Options: Give customers choice with multiple options
• Set Expectations: Clear timeline and process information

4. Advanced Quoting Features

Integration Features

• Lead Integration: Quotes automatically link to marketplace leads
• Customer History: Access previous quotes when needed

Customisation Options via Admin Dashboard

• Terms and Conditions: Update legal terms and payment conditions
• Branding: Add logos and business information

5. Troubleshooting Common Issues

Email Delivery Issues

• Issue: Customer didn't receive quote email
• Solution: Check email address accuracy and check spam folders
• Alternative: Resend quote or provide quote link manually via admin dashboard

Pricing Discrepancies

• Issue: Pricing doesn't match expectations
• Solution: Review catalog pricing, check for override settings
• Note: Contact support if pricing calculations seem incorrect

Mobile App Sync Issues

• Issue: Quotes not syncing between app and dashboard
• Solution: Ensure internet connection

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Next Steps: Learn about managing your product catalog → or explore subscription billing →

Need help with quoting? Email us at support@cooledge.com.au