You can access the Quotes feature page by hovering over the Quotes feature from your MobiWork menu; from the drop-down that appears click on the "View Quotes" option:
Once you access the “View Quotes” option, you will be brought to the “List” tab; from this tab you can navigate to other tabs and see all your quote data summarized on one page.
Some features (e.g., the Search Area, Global Actions, etc.) can be found in all the tabs. Below is a list of the main features that are located on the "List" tab:
This webpage will provide comprehensive insights not only into the "List" tab but also into the other tabs available within the Quotes feature page. For direct access to specific subsections, please consult the table of contents located at the beginning of this page.
MobiWork is committed to simplifying data management for your business, by offering a range of search options to streamline your workflow. From the free-text search, which allows you to enter specific search queries directly, to the ability to create your own saved searches for your everyday use, MobiWork has you covered. Furthermore, you can use the predefined saved searches that MobiWork already provides to locate a specific query or date range (e.g., created today).
These search functions are consistent across all MobiWork features, with the only differences being the predefined search data and the parameters for the new search. The following subsections will outline the various search features that are available to you.
Free-Text Search
You can type in the search bar (free-text search) to locate a specific quote; once you click in the search bar, the search drop-down menu will automatically appear. You can use the search drop-down menu or continue typing your own search parameters:
- Customer's Name (any word under the customer's name will be appropriate)
- Quote ID (must be the exact number)
If the number of quotes surpasses the number range, the subsequent number of quotes will be found on the next page:
To navigate through these pages, use the First, Previous, Next, and Last buttons located towards the bottom of the Quotes section.
Predefined Saved Searches
Saved searches are a powerful search tool where the search-criteria has been saved for future use; to access the saved searches drop-down, click in the search bar.
The default saved search for Quotes is the "Show All" search. These saved searches will appear in the drop-down menu and can also be used for dashboards and reports.
By default, MobiWork provides several saved searches for you to use, which are organized by status and date (e.g., Rejected, Approved, Open, etc.):
The list of statuses that can be used in predefined searches are below:
"Open" will display all quotes that have not yet been sent to the customer.
"Waiting For Clarification" will display all quotes that have are waiting further clarification from either the customer, user, or manager.
"Approved" will display all the quotes that have been approved by the customer.
"Rejected" will display all the quotes that have been rejected by the customer.
"All" will display all quotes, regardless of the status.
"Clarification" will display all quotes waiting for clarification.
"Waiting For Approval" will display all quotes that are still waiting for customer approval.
"Expiring" will display all quotes that are approaching their expiration date.
"Waiting for Deposit" will display all quotes that are waiting for the payment deposit.
You can access any of these saved searches by clicking on the "Search Area" and selecting your desired "Predefined Saved Search" from the drop-down menu.
If you would like to view all your quotes, click on the "Show All" option from the drop-down menu:
New Search
To create a new saved search, select the "Create a New Advanced Search" option from the search menu:
After clicking on "Create a New Advanced Search," a pop-up window will appear where you can enter your data in the appropriate fields. If you would like to exit from this pop-up window you can click on the esc button from your keyboard.
Please note that once you name a new saved search, you will be unable to rename it (instead you would need to delete your saved search and create a new one).
Once you have finished inputting the required information, you can save the search, make it available to all users, or make it your default search:
Please note that the data used to create a saved search can also serve as the basis for generating reports in MobiWork.
Further definitions for all the terms in the New Search pop-up window can be found below:
| Name: | Description: |
|---|---|
| "Description" | The description and name of the quote. |
| "Assigned To" | The user assigned to the quote. |
| "External ID" | The external ID (outside of MobiWork) of the quote; this ID will work as an additional identifier for your quote. |
| "Customer" | The customer associated with the quote. |
| "Status" | The status of the quote (e.g., "Open," "Checked Out," "Waiting for Clarification," "Waiting for Approval," "Change Requested," "Approved," "Rejected," and "Completed"). |
| "Percentage Between" | The sales funnel estimate of the quote being approved by the customer. |
| "Deposit" | Indicates if the deposit has been paid or if the quote is still waiting for the payment deposit. You can also set it as "Not Applicable" if there is no pending deposit on the quote. |
| "PO Number" | The purchase order number of the quote. |
| "Created By" | The user who created the quote. |
| "Sold By" | The user who sold the items listed on the quote. |
| "Quote Date" | The date that the quote was created. |
| "Last Modified Date" | The last date that the quote was modified |
| "Expiration Date" | The date that the quote is due to expire if not approved or rejected. |
| "Submitted Date" | The date that the quote was submitted to the customer for approval. |
| "Rejected Date" | The date that the quote was rejected by the customer. |
| "Approved Date" | The date that the quote was approved by the customer. |
| "Integration Status" | The status of integrating with a third-party software solution such as QuickBooks. Includes the options: Not Applicable, Not Ready for Integration, Integrated, Ready for Integration, and Not Integrated. |
| "Page Size" | The number of results per page. |
| "Sort By" | Sorts your search in ascending or descending order by: quote ID, quote date, invoice date, expiration date, name, and status. |
| "Save This Search" | Allows the search parameters to be saved under a name to be reused in the future. |
| "Search Available to All Users" | Allows the search to be available to all users. |
| "Default Saved Search" | Sets the saved search as the default view when accessing the search feature in the future. |
Manage Saved Searches
Any new searches that are added can be managed or edited in the Manage Saved Searches pop-up window.
After creating a saved search, you can adjust the search criteria (e.g., dates, tags, categories, etc.) to include more data or to be more selective in the data that is being searched.
Please note that the data used to create a saved search can also serve as the basis for generating reports in MobiWork.
To manage, edit, or remove any saved searches you can access the "Manage Saved Searches" option in the drop-down menu; the Manage Saved Searches pop-up window will then appear:
You can add a new saved search by clicking the New Search button in the top right of the pop-up window.
You can rearrange the order of the saved searches by clicking, then dragging & dropping the selected Search.
You can edit or delete a selected saved search by using the drop-down menu under the "Actions" column.
If you would like to easily close this pop-up window, you can click on the esc button from your keyboard.
Tabs are located under the MobiWork logo. You can change the way that the information is displayed by clicking on the desired tab:
There are three tabs that you can toggle between on the Quotes feature page. They are the "List," Map," and "Kanban" tabs.
The "List" tab will display your quotes' ID, the description of the quote, the user assigned to the quote, the customer's name, the status, the quote creation date, and the quote expiration date:
The "List" tab is the default view when you access the Quotes feature.
List Tab Columns
In the "List" tab, the columns are structured to display specific data related to each individual quote.
These columns are organized as: "ID," "Description," "Assigned To," "Customer," "Status," "Creation Date," "Expiration Date," "Total," and "Actions:"
The corresponding rows under the column headings will display the relevant quote data.
The checkboxes (multiple selection area) found to the left of the "ID" column, will allow you to select either one or multiple quotes to manage, edit, remove, etc.:
By clicking the topmost checkbox in the column heading you will select all the quotes.
The "List" tab column headings are defined as:
| Name: | Description: |
|---|---|
| "Multiple Selection Area" | Checkboxes that are used to select multiple quotes. By clicking the topmost checkbox, you can select all quotes. |
| "ID" | The ID of the quote. |
| "Description" | The description of the quote. |
| "Assigned To" | The user assigned to the quote. |
| "Customer" | The customer associated with the quote. |
| "Status" | The status of the quote (e.g., "Open," "Checked Out," "Waiting for Clarification," "Waiting for Approval," "Change Requested," "Approved," "Rejected," and "Completed"). |
| "Creation Date" | The date the quote was generated in the system. |
| "Expiration Date" | The expiration date of the quote. |
| "Total" | The quote total charged to the customer. |
| "Actions" | The Paper icon and the Individual Actions button can be found here; these buttons will allow you to perform actions on a quote. |
Note: Once you add an accounting connector (e.g., Sage, QuickBooks, Acumatica) a new column will appear on the Quote "List" tab. This new column will be labeled "External ID" and will display the sync status of the selected quote. For more information about connectors, please see the Connectors Framework page.
List Tab Individual Actions
When selecting a quote and clicking on the Individual Actions button (the three vertical dots under the "Actions" column) you will be able to view, edit, create a work order, and more to the selected quote.
Any actions that are done with the Individual Actions button will only apply to the selected quote:
The Paper icon found under the "Actions" column will allow you to quickly access the View Quote pop-up window of the selected quote:
The options that are displayed when you select the Individual Actions button are also available under the right-click actions.
List Tab Right-Click Actions
When right-clicking with your mouse on a quote in the "List" tab, you will be able to view, edit, create a work order, and more to the selected quote.
The options that are displayed when you right-click on a quote are also available when you select the Individual Actions button.
Any actions that are done with the right-click actions will only apply to the selected quote:
The definitions for the actions found in the Individual Actions and when you right-click in the "List" tab are below:
| Name: | Description: |
|---|---|
| "View" | Opens the View Quote pop-up window. |
| "Edit" | Edits the selected quote. |
| "Delete" | Deletes the selected quote. Please note that this is a nonreversible action, in which the quote and all entities associated with it (including work orders, sales orders, invoices, etc.) will be deleted. |
| "Customer Preview" | The customer preview will allow you to download the quote PDF, approve the quote, or request additional changes to the quote. These same actions are available to the customer when you send the quote for them to view. |
| "Export Quote to PDF" | Exports the selected quote into a PDF document. |
| "Email Quote to Customer" | Emails the quote and link to the customer. |
| "Text Quote to Customer" | Texts the quote and the link to the customer. |
| "Create Invoice for Deposit" | Create an invoice for the deposit amount; this creates a partial invoice that shows the deposit amount. A partial invoice is similar to a full invoice with the exception that you will find a statement in the "Notes" panel stating, "Invoice created from Quote ... for Deposit: ... of total (applied proportionally to all line items)." |
| "Create Invoice" | Creates a new invoice from the quote. |
| "Create Work Order" | Creates a new work order from the quote. |
| "Create Purchase Order" | Creates a new purchase order from the quote. |
| "Create Sales Order" | Creates a new sales order from the quote. |
| "Create Project" | Creates a new project from the quote. |
| "Create Recurrent Service" | Creates a new recurrent service from the quote |
| "Create Quote Template" | Creates a quote template in MobiWork that can be reused when generating new quotes. |
Note: Please note that once you add an accounting connector (e.g., Sage, QuickBooks, Acumatica) to MobiWork, you will gain the option to sync the quote to the accounting connector through the Individual Actions or right-click drop-downs. For more information about connectors, please see the Connectors Framework page.
The "Map" tab will visually display all your customer-associated quotes (represented by pins) on a map. MobiWork utilizes the same map system that is utilized in Google Maps; the buttons and functions will work the same way:
If you click on a pin, you will be able to view the customer details of the selected pin (i.e., address).
Map Tab Layout
The image below will illustrate the layout of the "Map" tab. Please note that MobiWork utilizes the same map system that is utilized in Google Maps; the buttons and functions will work the same way:
You can switch the view from the standard map-view to a satellite view.
You can have the map fill the entire screen for a better view of the region.
You can use the yellow person icon to view an area in street view.
You can either increase the zoom on the map or decrease it by toggling the Plus and Minus buttons.
With the "Kanban" tab you can easily view your quotes and their statuses on a visual and interactive board:
Kanban Tab Layout
The columns in the "Kanban" tab will be organized by the quote status. For more information about the quote status, please see the New Search section:
Kanban Tab Columns
The quote's ID number and description will be displayed. To open the View Quote pop-up window, simply click on the desired quote:
You can update the status of a selected quote by dragging & dropping the quote to the desired status column:
There are five different columns:
"Open" - The quote is open and has not been sent to the customer for approval.
"Checked Out"- The quote has been checked out and is ready to be sent to the customer for approval.
"Waiting for Clarification" - The quote is waiting for further clarification from the customer.
"Waiting for Approval" - The quote is waiting on customer approval.
"Change Requested"- The customer has requested changes to the quote.
"Approved"- The quote has been approved by the customer.
"Rejected" - The quote has been rejected by the customer.
"Completed"- The quote is completed; no further actions are needed.
If you would like to collapse a column so that only your chosen columns are visible, you can click on the arrow to the right of the column header:
The "Global Actions" section is located at the top-right of your Quotes feature page; regardless of the tab that you are on, the "Global Actions" will remain in the top-right corner:
The "Global Actions" section includes:
The Plus Sign button which will allow you to quickly add a new quote.
The More Actions button (represented by the three vertical dots) which will allow you to edit selected quotes, delete selected quotes, import/export from excel, and more.
The Question Mark button which will direct you to the respective MobiWork Features page.
The Graduation Cap which will activate the Onboarding Assistant.
After clicking on the vertical three dots in the top-right corner, the More Actions drop-down menu will appear.
From the More Actions drop-down menu, you can select various actions that will help to manage your quotes, such as editing multiple quotes, deleting multiple quotes, exporting/importing quotes, and more.
These actions can be performed on a single quote or on multiple quotes.
The complete list of actions found in the More Actions drop-down menu are defined below:
| Name: | Description: |
|---|---|
| "Edit Selected Quotes" | Edits the selected quotes. |
| "Delete Selected Quotes" | Deletes the selected quotes. Please note that this is a nonreversible action, in which the quote and all entities associated with it (including work orders, sales orders, invoices, etc.) will be deleted. |
| "Email Quote To Customer" | Emails the quote to selected customers |
| "Text Quote To Customer" | Texts the quote to selected customers |
| "Import Quotes from Excel" | Imports quotes from Excel into MobiWork. |
| "Export Quotes to Excel" | Exports the selected quotes to Excel. |
| "Settings" | Directs you to the Settings page where you can further customize the information and settings (e.g., categories, statuses, actions) found on your quotes. |
Note: Please note that once you add an accounting connector (e.g., Sage, QuickBooks, Acumatica) to MobiWork, you will gain the option to sync the quotes to the accounting connector through the More Actions drop-down. For more information about connectors, please see the Connectors Framework page.