Electronic Quote Approval and Signatures

DSM now has the ability to send quotes to the customer via email using DSMJobs.  The customer receives an emailed link which launches a web browser with their quote, space for a signature, and a field for entering a preference for when the work will begin.  Once the quote is signed, DSM automatically reprints the quote with their signature attached as a PDF.  This document is automatically stored in the DSM quote as a document and the approved quote is put in a highly visible queue for the dispatcher to drop the job onto the schedule on the appropriate day.

 

This document will cover:

ü Configuring Electronic Quote Delivery

ü Sending Electronic Quotes

ü Processing the Approved Electronic Quote in DSM

 

Configuring Electronic Quote Delivery

The steps to utilize this Electronic Quote Delivery are:

1.    Enable the Electronic Quote Delivery.

2.    Set the default quote text to your liking.

3.    Have Peak Software Support staff modify your quote to add a signature line.

Enable the Electronic Quote Delivery

To begin, navigate in the DSM Desktop Application to File > Administration > Company Configuration and select the Other tab. Select the checkbox for Enable Electronic Quotes, then continue with configuration.

 

Enable Electronic Quotes: Selecting this check box will enable electronic quote functionality.

Days A Quote Is Accessible: Number of days the customer can click on the quote and it’s available to them.  Clicking on an emailed quote link once the number of days has passed, will display a message from DSMJobs that quote is expired.

Default Email Message: This area allows you to determine the default email that will go to the customer.  This email can be customized on a quote-by-quote basis when sending the quote.  Fields in << >> are mail merge fields and will be replaced with the corresponding live data.  If you are using DSM’s email signature functionality, you will want to remove the <<USERNAME>>, <<SITENAME>> and <<SITEPHONE>> at the bottom of the default text as that will likely be added via your signature.

See Merge Fields: Displays a list of the mergeable fields

Set To Default: Sets the default main merge text.  If all the text is blank, the default text will be automatically used.

Test Email: This generates a test email so you can preview the format.  Note that the link will not access a real quote.

 

Modify Your Quote Form

For the quote to work, a signature area will need to be added to your quote.  Many customers already have such an area on their quote but the overlay for the signature still needs to be added along with a place for the signer’s name.

Due to the technical nature of this, Peak Software staff will need to make this change for you.  This is typically a quick and easy change and there is no cost to make it. Please reach out to the DSM Support Team at 801-572-3570, option 2.

 

Sending Electronic Quotes

To use this functionality once enabled:

1.    Create the quote normally in DSM. No change has been made to the quote creation process.

2.    Print the quote selecting the email option. The checkbox for Email Quote Link for E-Signature will automatically be selected.

4.    Customer receives the quote and signs it.

5.    [Approved Quotes] button on the Dispatch Schedule screen will light up indicating there are approved quotes that need processing.

6.    Add the approved quote(s) to the schedule on the appropriate day.

 

Sending the Quote Link to The Customer

Once a quote has been created through the normal quote process, you’ll send it to the customer by selecting [Print] and selecting the radio button for Email.

By default, the Email Quote Link For E-Signature box will be checked when the Electronic Quote Approval functionality is turned on.  Simply pressing OK will display your email form where you can customize the message.

If you uncheck the Email Quote Link For E-Signature box, DSM will generate a PDF with the quote and include it as an attachment as before.

 

Sample Email Text

When the customer clicks on the link, a web browser will open to display the quote and signature area.  To approve the quote, they must enter their name and sign the quote.  Once they click on the [Approve Quote] button, a signed copy of the quote will appear.

Example of Signed Quote

This document is now attached to the Quote within DSM.

 

Once the quote has been approved, if the customer clicks on the emailed link, they will see the signed quote. They will not be able to reject the quote or sign it a second time.  The [Download] button allows them to save a copy of their signed quote.

 

Processing the Approved Electronic Quote in DSM

Because scheduling screens are often busy and complex, the job is not immediately added to the schedule in DSM, rather it is put in a prominent queue to be processed.

Clicking on the Approved Quote button displays the following.

See Quote: Displays the original quote and gives you access to the signed quote in the Documents tab.

Put Quote On The Job Schedule: This enters a new order screen and allows you to create the job order to do the work.  Upon saving that order, the quote is marked as “Won” and the entry is taken off the Approved Quotes screen.

Note: If the order were processed on the Quotes On File screen, the saving and behavior would be identical.  The quote would be removed from the Approved Quotes list.

 

DSM:QST:B AUG22