Quotation Form Purpose: To provide potential customers with pricing
and other data on potential orders
File Name: QUOTEFRM
Format: 2 per Page, 2 or 3 Part
There is only one thing more disturbing to customers than
requesting the same quote on two different days and getting 2 different answers, and that
is getting a quote for an order at one price, and being charged a higher price when
ordering. You need to have a system that insures that any two identical orders are quoted
the same price. (Such as the Pricelist Professional Software demonstrated on this CD-ROM
does.)
To that end, a shop needs to keep track of every quote given
to any customer, whether a quick price is given by phone, or whether a customer walks in
an requests a written quotation. This form was made to handle the job nicely. At the top
of the form is a space to write in the name and address of the customer. Even if you don't
bother getting complete address information, it is important that you gather a contact
name (the name of the person who requested the quote) and a phone number to call them at.
Even if you complete the quote while the person is standing in your shop, or stays on the
phone, a phone number allows you to call back at a later time and attempt to turn the
quote into a sale if you have this information.
The section below the customer information section contains
spaces to enter the name of the person creating the quote for your company, estimated
delivery times (not neccessarily dates - an estimated delivery is more likely to say
"2 weeks") and a date that this quotation was given. There is also a checkbox
that can be used to show that this quote was made for a rush order. All these things are
very important to you or your customer because your customer needs to know who his contact
at your shop is (name) and what kind of delivery he can expect. You need to make sure
every quote is dated so that a person can't come back a year or two later and expect those
prices. This section also carries a disclaimer stating that oversize goods will likely
cost more, and youth sizes may be less. This is important because customers often request
quotes on adult sizes, then become upset when presented with an upcharge for oversized
goods when ordering.
The mid-section of the form is similar to that of an order
form, except there is no need for final totals or sizes at this stage of the sales
process. The last few lines serve as a reminder to the person quoting the order that other
charges usually apply to most orders, and reminds the person to specify them for the
customer.
There is one design specifications section of this quotation
form, and that section allows you to enter complete or rudamentary design information -
whatever you need - to ensure this quote refers to the work to be done. Finally, a section
with important information appears opposite the design specifications box with the most
important information your customer needs at this point.
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