MageMe EasyQuote Magento 2 Module | Quotes

The EasyQuote module, accessible via the "Sales" tab in the Magento admin panel, is essential for handling customer quote requests. This guide provides a step-by-step approach to navigating and utilizing the "Quotes" section effectively.

Accessing Quotes

1. Open the Sales tab in your Magento admin panel.
2. Click on Quotes to view a comprehensive list of all quotes.

Overview of the Quotes Table

The main table in the "Quotes" section displays each quote with critical details and available actions:

• Quote ID: Unique identifier for each quote.
• Customer Name: Name of the customer requesting the quote.
• Total Price: Total cost of the items quoted.
• Status: Current state of the quote (e.g., Pending, Draft, Proposal Sent, Approved, Purchased).
• Created At: Date and time the quote was created.
• Actions: Quick actions such as "View", "Edit", or "Delete".

Detailed Quote Management

Selecting a quote entry or clicking "View" in the "Actions" column will take you to a detailed page where you can:

• View All Details: Check all the information related to the quote, including product details, pricing, and customer information.
• Edit Quote: Modify any aspect of the quote. This is useful for adjusting product quantities, prices, or updating customer details.

Key Functionalities on the Detailed Quote Page

• Create New Quote: A button allows you to initiate a new quote for any customer directly.
• Export to PDF: Convert the quote into a PDF document for easy sharing with customers or for documentation purposes.
• Mass Actions: Useful for applying changes to several quotes at once, such as updating statuses or deleting multiple quotes simultaneously.

Special Quote Fields

Understanding and managing these specific fields can help tailor the quoting process to meet business needs and customer requests:

• Expiry Date: Determines when the quote will expire. After this date, the quote is no longer valid unless marked as permanent.
• Permanent: If set, this indicates that the quote can be purchased repeatedly until the expiry date. This is ideal for ongoing needs or contracts where the customer might reorder.
• Quote Currency: Specify the currency used for the quote, essential for businesses operating in international markets.
• Comments: A section for internal notes that are not visible to the customer but useful for internal tracking and communication.

Quote Duplication

You can duplicate existing quotes to quickly create new ones based on a previous template. This is particularly useful for recurring customer orders or when creating similar quotes for different customers.

To duplicate a quote:

1. Open an existing quote.
2. Click the Duplicate button.
3. A new quote is created with all product items, quantities, and pricing copied from the original.
4. Customer-specific data is automatically cleaned up, allowing you to assign the new quote to a different customer.

This reduces quote creation time significantly — especially for businesses that frequently issue similar quotes.

Editing Customer Information

You can modify customer details directly on the quote page at any stage of the quote lifecycle. This eliminates the need to recreate a quote when customer information changes, such as:

• Updated contact details
• Account transfers between sales representatives
• Corrections to billing or shipping information

Drag-and-Drop Item Ordering

Quote items can be reordered visually using drag-and-drop. Simply grab an item row and drag it to the desired position. The custom ordering is preserved across:

• Admin panel views
• PDF exports
• Customer-facing quote pages

This is useful for organizing complex quotes with many line items — for example, grouping items by department or priority.

Custom Shipping Name Per Quote

Each quote can have its own custom shipping or delivery label, overriding the global shipping name setting. This allows you to tailor delivery terminology for specific quotes — for example, using "Express Delivery" for one quote and "Standard Freight" for another.

Configure this on the quote edit page in the shipping section.

Quote Comments Transfer to Orders

When a quote is converted to an order, the discussion thread (comments) from the quote is automatically transferred to the order comments. This ensures that all context, negotiations, and special instructions are preserved and visible in the order management interface.

Tier Pricing

Tier pricing allows you to offer quantity-based pricing directly within quotes, giving customers the ability to choose from different quantity/price combinations.

Setting Up Tier Pricing

1. Open a quote and navigate to the items section.
2. For each item, click the + button to add quantity tier options.
3. Enter the quantity and corresponding price for each tier.
4. Set a default quantity that will be used for automatic total calculations.

How Customers Interact with Tier Pricing

When a quote with tier pricing is sent to the customer:

• The customer sees all available quantity options with their respective prices.
• They can select their preferred quantity tier.
• The quote total updates automatically based on their selection.

Tier Pricing in Communications

Tier pricing details are automatically included in:

• Email notifications sent to customers.
• PDF exports of the quote.

Use Cases

• Manufacturing & Distribution: Offer graduated bulk pricing (e.g., 100 units at $10, 500 units at $8, 1000 units at $6).
• B2B Wholesale: Provide flexible quantity scaling for wholesale buyers.
• Custom Projects: Present size or scope options with different pricing levels.

Proposals

The proposal workflow adds a formal review step between quote preparation and customer acceptance.

Proposal Workflow

The enhanced workflow follows this path:

1. Quote Created — Admin creates or receives a quote request.
2. Draft — Admin prepares the quote with items, pricing, and terms.
3. Proposal Sent — Admin sends a formal proposal to the customer.
4. Customer Review — Customer reviews the proposal and can accept or decline.
5. Accepted / Declined — Based on the customer's response:
   • Accepted: Quote moves to Approved status (automatically or after manual review).
   • Declined: Quote is marked as declined with the option to revise and resend.
6. Purchase — Approved quotes can be converted to orders.

Proposal Settings

Proposal behavior is configured in Stores > Configuration > MageMe Extensions > EasyQuote:

• Enable Proposals: Toggle the proposal workflow on or off.
• Auto-Approve on Acceptance: When enabled, quotes are automatically approved when the customer accepts the proposal, skipping manual review.
• Expiration Period: Set the number of days before a proposal expires. After expiration, the customer can no longer accept it.
• Send Reminder Before Expiration: Configure automated reminder emails sent to customers before their proposal expires.

Proposal Emails

Professional email templates are used for proposal communications:

• Proposal sent notification
• Proposal accepted/declined notification
• Expiration reminder
• Proposal expired notification

Best Practices

• Utilize Expiry Dates: Set appropriate expiry dates for quotes to manage customer expectations and help streamline the follow-up process.
• Maintain Flexibility: Use the permanent option judiciously to provide flexibility to customers while maintaining control over the quoting process.
• Currency Considerations: Always ensure the correct currency is selected to avoid confusion and provide clarity to customers, especially in international transactions.
• Leverage Duplication: Use quote duplication for recurring orders to save time and maintain consistency in pricing.
• Use Tier Pricing for B2B: Offer graduated pricing to encourage larger orders and simplify negotiations.
• Document Interactions: Use the comments section for noting any special considerations or internal notes that may help in future interactions with the customer or for internal audits.