Create an Offer
Offers in teamspace
Via teamspace you can digitize the complete way from creating an offer to the later billing. In the following we would like to show you how you can create an offer for an organization or a contact from your customer data.
We will use Ms. Ignis Lumen as an example, who has requested an offer for the following services.
- 16 hours of consulting
- One day Workshop
- 10 monthly licenses of a software
1. Creating an Offer
You can create an offer in different ways. For example, select “Finance” in the main menu. Here you can create a new document by clicking on the “+” symbol. In the following dialog, set Type to Offer. Now the creation dialog for an offer opens. In the Template field, select New offer. Then enter the name of the offer and the contact to whom you want to address it.Alternatively, you can also create an offer from within CRM. When you are in the Overview of a contact or organization, you will find the Finance records section on the right side under the Last changed elements heading. By clicking on the “+” there, you will also create new records.
The dialog is the same in both cases. By creating an offer via CRM, the Contact field is already pre-filled. When you have entered all the information, click Continue.
2. Adding Items
In the offer, start in the Items tab. The list of items is initially empty and must be filled. Here you enter the services and goods that you would like to offer to your prospective customer. Via the “+” symbol you can open the dialog for a new item. Here you get access to the item master stored in teamspace.
Select the article you want to add.
For our example we select the article “1010 Consulting (at cost)”. In the following dialog, the item will be configured. Default values, such as the Unit price, are already entered in the item. These only have to be adjusted to the wishes of the prospect. To do this, we enter the hourly value that was requested in the Quantity field.
When you have completely configured the position, click on Save and close.
You have now added the first position to your offer. Repeat the described procedure until all services and goods required by the prospective customer have been created.
The Implementation Offer template already contains all the items that were requested in our example. If you use this, you only need to adapt the items to the specific case, for example by entering the requested Quantity. When you have finished configuring the offer, you can validate it using the Create Offer button.
3. Creating an Offer by a Template
Often offers have a similar structure. To avoid having to create a completely new offer for each prospective customer, you can use offer templates. In these templates, you can preconfigure related items and quickly create suitable offers. To do this, select a preconfigured template in the Template field in the offer creation dialog.
The Implementation Offer template already contains all the items that were requested in our example. If you use this, you only need to adapt the items to the specific case, for example by entering the requested Quantity. When you have finished configuring the offer, you can validate it using the Create Offer button.
4. Sending an Offer
In the detail manager menu you will find the Preview tab. When you select it, you will see how your offer will look like in PDF format. The information you have entered in the Items tab will be transferred to this document. Now you have different possibilities to send the PDF to the prospect. If a mail account is available in teamspace, you can open a ticket dialog by clicking the Send per mail button. The file will be attached automatically and the addressee of the mail will also be entered from the CRM contact of the offer.
In the Preview tab, you have the option to download the PDF in order to send the file in another way. You can also print the document to send it by post.
5. Overview of existing Offers
If you want to have an overview of the offers created by you and your colleagues, select the Finance button in the main menu. Here you will find the Offer management tile. There you will get a liste of your current offers including their order status.
Any questions?
Simply contact our consulting team. We will be happy to help you
