Creating Quotes

Sonido allows you to create Quotes that can be send to contacts when quoting a project. The purpose of a Quote is to share financial details of a project and give the recipient an opportunity to digitally either Accept or Reject the project quote. 

CREATE A QUOTE

To create a new Quote, go to the "Financials" section of the menu and select "Add Quotes." This will display the new Quote creation page where you can add details for the new Quote. The Quote will contain your primary company information, such as your logo, your company name and other company details (these details are displaying from the Company Settings page).

QUOTE NUMBER - You can add any alpha-numeric string in this field and Sonido will automatically use that number and continue counting upward by a single digit each time you create a new Quote. For example, if you enter ABC001 as the Quote Number, the next time you create a Quote Sonido will automatically assign the Quote Number as ABC002. 

QUOTE DATE - The Quote Date field will automatically populate with the current date, but you can change it to reflect the date of your choosing. 

TAX ID / VAT NUMBER - If you have added a Tax ID / VAT ID to your Company Settings, this number will display within the Quote as well. 

BILL TO - In the Bill To field, you can populate any email address for whom the Quote is to be directed as a Bill To recipient. If you click in this field, Sonido will populate a list of contacts that already exist within your Sonido account as suggestions. As you type, the list will filter down to the suggestions that match what you are typing. You do not have to select from an existing contact in your Sonido CRM, but you may also simply type a full email address and press "enter" to apply a new email address to this field. You may add as many recipients as necessary to the Bill To field. 

CC TO - The Cc To field is similar to the Bill To field. Any additional contacts that may not be the Bill To contact may be added as a copied contact in the Quote. 

ASSOCIATION ? - The Association field allows you to tie a Quote to any record within your Sonido account. By leaving this field toggle "off", you are creating a general Quote that's not associated with any Lead, Contact or other recording within Sonido. When you turn this toggle "On", you then have the option to Associate the Quote with any type of record, such as a Lead, Contact, Company, or Band/Group. After selecting the Associate with Type, you then can select which specific record of that type you'd like to tie the Quote to. 

Most often, you will be creating Quotes for Lead records as they request a project quote to understand the financial numbers of working with your studio. You may be tying the Quote to a Band/Group that you already worked with in the past as a new project opportunity, and Company that you work with regularly, or otherwise. 

Creating this association links the Quote to existing records so that you can reference the details easier within the Sonido account. 

CUSTOMIZE - You have a couple options in customizing the Quote format or details that display in a Quote. In the first dropdown field, you have the option to select the Quote format, such as Quantity, Hours or Amount. This option updates the available columns within the Quote depending on what format you intend to use, such as a Quote by hourly rates, by quantity, or a fixed project rate ("Amount"). 

The second dropdown field for "Add / Remove Detail" allows you to add additional details to your Quote, such as Details Descriptions to each line item, a Tax value for the overall Quote, Discounts based on a percentage or fixed amount, and even the ability to add a new Custom Amount field, which could be used for adding a fee or additional value to the Quote that is not a single line item. 

QUOTE LINE ITEMS - You have the ability to create as many line items as needed that outline the services that you are quoting. You can easily add additional line items to the Quote by selecting the "+ Add Another Line Item" button ad the bottom of the existing line items. The subtotals from the added line items will all display in the Subtotal and Total lines.

ADD PRICE LIST ITEM - By selecting the "+ Add Price List Item" selection, you will see a list of any Price List items created within your account and you can make a selection to add the Price List item to your Quote as a new line item. When added, this will include the Name and Price (Rate) from the Price List item directly to a new line item - the Quantity field will default to "1".
You may add as many Price List items as you wish to your Quote. 
To create new Price List items, see the Price Lists guide.

(This walkthrough video is taken from the Invoices page, but the Price List item selection process is the same for Quotes)

NOTE TO RECIPIENTS - The Notes field allows you to add any details that you'd like to the recipients. This could be a thank you for choosing your studio, detailed expectations for next steps, how to communicate with you with questions, etc. These details will display on the Quote when send to the recipients in the Bill To and Cc To lines. 

TERMS AND CONDITIONS - The Terms and Conditions field can display any details related to your studio terms for sessions, payment, etc. You can enter your company Terms and Conditions within the Company Settings, which will automatically populate in this field within all Quotes and Invoices when created so that you don't have to enter these details manually every time. 

ATTACH FILES - If you have need to attach any additional files to the Quote, you can do so by using the Attach Files section. Here, you can browse your local computer or device for the appropriate files to include as additional attachments upon sending the Quote to your recipients. 

INTERNAL MEMOS - You have the ability to add internal memo notes to a Quote as well, which are notes related to the Quote that the recipients would not see. You can use the "+ Add memo to self" option to populate these internal notes as needed. 

SENDING QUOTES

Once you have populated all necessary information within your Quote, you can now send the Quote to your indicated recipients. Under the "Action" button at the top or bottom of the Quote, you have options to send. 

SAVE & SEND

This option will save the Quote and automatically send the Quote to your recipients by email.

SAVE & SHARE LINK

This option will save the Quote and provide you with a link that you can use to share the quote through your own email or through a text message outside of Sonido.

The "Save" button on the top and bottom of the Quote includes some additional options that are helpful when drafting a Quote. 

SAVE - This option simply saves the Quote, but does not send it to any recipients. You will see the Quote in the Quote List with the status of "Saved."

SAVE AS DRAFT - This option will also save the Quote, and does not send it to any recipients. You will see the Quote in the Quote List with the status of "Draft."

SAVE AS TEMPLATE - Within Sonido, you can save Quotes as Templates, along with all the information added to the Quote. The "Save as Template" option in the Save dropdown allows you to save the Quote as a Template to apply to any new Quote in the future, which brings in all the saved data fields to save you time in composing a new Quote. 

When saving a Quote Template, it is recommended that you leave the Bill To and Cc To fields blank before saving so that they do not automatically populate for every Quote when the template is applied in the future. 

APPLY A QUOTE TEMPLATE

If you have any Quotes saved as templates, you can easily apply the template by selecting the appropriate Quote template through the "My Template" option at the top of the new quote creation dialog. This will display a list of all saved Quote templates to select from. After selecting the desired template, all data fields in the Quote that apply to that template will be populated within your new Quote. 

DELETE A QUOTE TEMPLATE

To delete a template from your list, you can apply the template to a new quote, then click on the "Delete" button. This will permanently delete the Quote template from your account. This action cannot be reversed.