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Creating and Managing Quotes - Admin Portal

Build professional quotes and manage their status throughout the sales process

You can create and manage quotes directly from the Sera Admin Portal. This guide will show you how to:

  • Create new quotes for customers
  • Edit existing quotes
  • Change quote statuses (decline, archive, etc.)

This is especially helpful if your team sells memberships over the phone, or if you do point of sale purchases.

Creating a New Quote

To create a quote from the office go to the customer's profile and then access the quotes tab. Select the New Quote button.

Enter a title and summary (optional), and add line items. Once you have finished this new quote select the Done button in the top right corner. If the customer is marked as Taxable, you will see tax calculated automatically according to their tax setup and can select/deselect items that should have taxes calculated.

Open quotes built on a customer's account will always appear on future appointments for that customer.

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Locating Quotes

You can locate a quote by going to the quotes tab on the left under Dispatch or by going to the customer record and selecting the quotes tab there.

Managing Existing Quotes

Once a quote has been created, you may need to change its status. To change the status of an existing quote:

1. Navigate to the Quote
  • Go to Quotes under Dispatch or to the customer's profile
  • Click on the Quotes tab
  • Locate the quote you want to manage
2. Access Quote Actions
  • Click on the quote to open it
  • Select the Quote Actions button
  • Available actions will vary based on the quote's status
3. For Open Quotes:
  • Create an Invoice - Convert the accepted quote directly to an invoice
  • Schedule Work - Schedule the quoted work on the dispatch board
  • Clone - Create a duplicate of the quote
  • Draft - Return the quote to draft status for editing
  • Decline Quote - Mark the quote as declined by the customer
  • Edit - Make changes to line items and pricing
  • Download PDF - Download a PDF version
  • Archive - Remove from active view while preserving the record
4. For Accepted Quotes:
  • Clone - Create a duplicate of the quote
  • Edit Details - Modify quote information
  • Edit - Make changes to line items and pricing
  • Email - Send the quote to the customer
  • Download PDF - Download a PDF version
  • Unapprove - Return the quote to open status

5. For Draft Quotes:

  • Manually Accept Quote - Mark the quote as accepted
  • Clone - Create a duplicate of the quote
  • Propose - Send the quote to the customer for approval
  • Edit - Make changes to line items and pricing
  • Archive - Remove from active view while preserving the record

Important Notes

  • Archived quotes can be retrieved from the archived quotes section if needed
  • Declined quotes remain in your system for reporting and historical reference
  • Open quotes will continue to appear on future appointments until their status is changed
  • Cloned quotes create a new quote with the same line items, allowing you to quickly create similar estimates
  • Some actions are only available in certain quote statuses - greyed out options indicate actions not available for the current status