Jobs
Send a quote and get the go-ahead
When you send a quote, Plana keeps it just as it went: its lines, prices, deposit and terms. If the job changes, the next one goes out as a revision and the old one stays on file. Your customer can accept it on their portal, or you mark it accepted when they say yes by phone or email. Either way the job moves into production and the deposit invoice is drafted for you to check. Plana never sends or charges anything by itself.
Step by step
- 1
Say how long your prices hold
In Settings, Quotes & invoices, under Words on your quotes, type how many days a sent quote's prices hold. 30 days if you leave it empty. Each quote prints Valid until with its date.
- 2
Send the quote
On the job, click Send on the Quote panel of the Overview, or open More, then Money, and click Send quote. Check how many days the prices hold and click Send quote: Plana keeps the quote, moves the job to Quote sent, and puts an email in your Outlook drafts, addressed to the job's contact, with the quote attached and the link to their portal. Read it over and send it from Outlook. Sent it another way? Click Just mark it as sent.
- 3
See what went
Every quote you've sent is listed on the Money tab under Quotes, with who it went to, until when it holds, and whether you've heard back. Click Print to see exactly what the customer was sent, even after the job has changed. Put in Outlook makes the email again.
- 4
Send a revised quote
Changed the job after the quote went? The Money tab says so, and the button reads Send revised quote. The new one goes out as rev1, then rev2 and so on, and the earlier one is marked Replaced, so the customer can only accept the latest.
- 5
They accept it
On their portal, your customer sees Your quote with its lines, total, deposit and terms. They sign in, add their order number if they have one, tick I accept this quote and its terms, and click Accept quote. You get a notification. If they say yes by phone or email instead, click Mark accepted on the quote and add their name and order number.
- 6
The job gets going
Once it's accepted, the job moves to In progress and keeps the accepted total and their order number. If the payment plan asks for a deposit, a draft deposit invoice is waiting on the Money tab: check it and click Issue invoice.
- 7
When they say no
Click Turned down on the quote and add why, if you know. The quote stays on the job, marked turned down.
Good to know
- A quote past its Valid until date shows Expired, and the customer can't accept it on their portal. Send it again to give it new dates.
- Pressing Send quote again on a job that hasn't changed doesn't make a new revision: it's the same quote, sent again.
- The final invoice shows what's changed since the accepted quote, so extra work gets billed. See Deposits, invoices and payments.
Plana is job management for signage, print and events.
Every job, email, proof and invoice in one place.