With standard document templates you can now choose what amount of information you would like to present to your customers when you share a particular quote with them via an exported PDF or a web link (referred to as the public web view in Loc8).

This option empowers you to tailor the document just the way you would like.

Together with the ability to establish your branding and image through Global Styling that goes hand-in-hand in document presentation, you have a greater influence, credibility and professionalism through the exported documents.

Based on the config options enabled on this page, the content of the exported quotes will be extracted from the quotes inspector and presented with only the relevant information.

Throughout the document, you will be guided on how each of the config buttons directly map with the fields from the quote inspector and other associated entities so that you're aware of what exactly goes in the document output when a particular config button is enabled.

To give you an idea of what we will achieve by the end of this discussion, see the example below that shows how enabling the Financial section can change the way you present content in the exported PDF and web link view.

  • When the Financial section in the Standard Template for Quotes is turned on:

The charges and quantity per line items are presented on the exported PDFs and web link view as follows:

Whereas, if the Show line item units is turned off, the unit charges and quantity are hidden from view, showing only the total charges in the exported document:

Relationship between the Quote details and config options in Document Template

Since the config options in the Document Template are designed to have a direct relationship with the quotes details available in the Quote inspector, just enable the required buttons and you are able to present the corresponding quote details on the exported documents.

You can access the Document templates for each entity from either their respective workspace or from the main menu panel on the left -

  • Accessing document templates for quotes from the Quotes workspace:

Go to Quotes -> Settings.

Under Quotes settings, select Document Templates.

The TEMPLATES page with the Standard document template for Quotes will directly open for you.

  • Alternatively, accessing document templates from the main menu panel on the left:

Choose the Settings icon -> Admin settings -> Document templates and select the Templates tab.

In the TEMPLATES tab page, select Quote from the dropdown list.

Next, see the config options under the different sections available to you for customising the content of your exported quotes documents:

1 General

This section gives a high-level information about the quotes. You will find the quote details at the top right corner on the header of the exported document.

As and when you enable the relevant controls, the corresponding quote details are read from the quote inspector and displayed here.

  • 1a General - Show quote type as label instead of "Quote"

    When turned on - It will display the quote type of the current quote. In the example below, it is Quote. On other quotes, it could be either Estimate or any custom quote type that you have listed under Settings -> Quote settings -> Types tab.

When turned off - the header will show a standard text Quote next to the quote ID irrespective of the quote type.

  • 1b General - Show quote and line item reference

    When turned on - The value of the Reference field in the quote inspector is displayed in the header of the exported documents.

If the tasks are specific to some assets or sites in your Loc8 system, this config option will pick up the reference values of those assets and sites and display the reference values as additional information within the line items.

Similarly, the descriptions available in your Loc8 system for the on-site and travel times are also displayed as references.

The reference values are shown in the exported PDF and web view as follows:

When turned off - the reference values will be excluded from the exported documents.

  • 1c General - Show location

    When turned on - The complete address of the location where the work is to be done is displayed and highlighted in the exported documents.

The location on the exported PDF and web view will be displayed as follows:

When turned off - the location will be excluded from the exported documents.

  • 1d General - Show subject and description

    When turned on - The subject of the quote and its description are displayed at the centre of the document.

The subject and description in the exported PDF and web view is displayed as follows:

When turned off - the block of subject and its description will be excluded from the exported documents.

  • 1e General - Show terms and conditions

    When turned on - The content available in Quote settings -> Preferences -> Terms and conditions section is displayed under the list of items and charges.

When turned off - The Terms and conditions will be excluded from the exported documents.

2 Line items and financials

This section gives you the flexibility to share financial details at a level where you can showcase all the charges per unit per line item to a level where no financial break-ups are shown except a total estimated charge to your customers.

Let's see how enabling the options one at a time will change the way you present the line items in a quote:

  • 2a Line items and financials - Show line item unit

    When enabled, only the quantity for each line item is displayed.

It displays the values mentioned in the

  • Quote inspector -> Tasks tab -> Qty column:

  • Quote inspector -> Labour tab -> Duration column:

2b Line items and financials - Show line item unit charges

Since the line item unit charges are related to the line item units, you will be able to enable this option only if you enable option 2a - Show line item units.

The exported PDF and web view will be displayed as follows:

2c Line items and financials - Show line item total charges

Since the line item unit charges are related to the line item units, you will be able to enable this option only if you enable option 2a - Show line item units.

2d Line items and financials - Show tax

3 Associations

This section allows you to provide supporting information about the job in the exported document.

When turned on - All files and attachments associated with the quote will be displayed in the exported document.

The exported PDF and web view will be displayed as follows, where the image files will be shown as thumbnails and attached documents can be clicked and opened.

4 Public web view options

This option offers great facility in providing direct control to your customers to approve or decline the quote right from the exported document you share with them.

With the config option enabled, the Approve quote and Decline quote buttons will appear at the end of the screen, ready to be clicked. The quote will then move to its previous or next status in its lifecycle depending on the button clicked by your customer.

If your company prefers to receive the quote approval from your customer in any other form of communication, you can choose to hide the Approve and Decline buttons by simply disabling this config option.

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