Document templates help to ensure all messages being sent to your customers are on brand, whilst also saving CRM users' time and effort. Use Document Templates to also generate lightning-fast quotes and push them through to your ERP or Inventory Management System.
This article assumes that you've already set up your Quote Document templates
Step 1: Select Contact's Email Address
To use your Quote email templates, click on the Contact's email address within the Communication card on the Quote.
Step 2: Choose a Template
By clicking on the Contact's email address, this will open the Send Email window. From here, you can choose a template from the drop-down list that you wish to use.
Using search and replace fields, information from your Quote will be pulled through into the email automatically. For example, the products featured on the Quote are pulled through and included within the Quote table.
Once happy with your email, if you click 'Send' the email will be sent via our Prospect service to the recipient. Please note: we'd recommend sending emails via the CRM from your own domain - click here to learn more.
Step 3: Sending a Word/PDF Quote Document
Alternatively, you may have a Word Quote Document template that you wish to send to your customer as either a PDF or a Word document. You can have your Word/PDF Quote Document automatically attached to an email template - read more about this here.
You can choose the Email Cover for a PDF Quote with the PDF automatically attached by clicking on the specific Quote under 'Quotes & Orders' and then clicking on the customer's email.
This will then bring up the standard email screen. Click 'Select a Template' and select 'Email Cover for PDF Quote'. Once this has been selected, the email will appear ready for you to send with the PDF already attached.
Once you're happy with the email, click 'Send' in the bottom right corner of the screen to send it to the customer. Alternatively, if you wish to manually create the Quote document click on the plus icon at the top of the Quote and select the Document option.
You'll then have the following options to choose from:
Use Template: This option enables you to choose and create one of your standard Document Word or Excel templates.
Upload Files: Using this option you will be able to select a file to save into the CRM from your file browser.
External Link: This option will allow you to save a URL as a Document, e.g. a link to a SharePoint Document.
Send an Email: If you choose this option it will open the new email creation window, where you can choose to compose a personalised email or use a standard email template.
Upload a Photo: If you're using a mobile device then this option will use your phone's camera to take a photo and save against the record you have open.
Drag Files Here: Here you can drag and drop a file from your desktop or File Explorer to upload to the CRM. By default, it'll name the file the same as the document description.
Therefore, to use your Word Document template, choose the 'Use Template' option. This will then open the New Document window, where you can choose the type of template you wish to create. Once chosen, click 'Create'.
The Document template will then be populated using the information from the Quote and the user can download a copy.
You can also follow a different method to manually download your Document Template, through the 'Send Email' section. After you have selected your email template, that has the quote template attached as a pdf file, you can click on the three little dots next to your attached PDF file and select Download to manually obtain the PDF file.