Mark as sent
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You send a quotation yourself — by email, by hand, or through a portal. Mark it as sent so that easySales knows the date and can remind you to follow it up. This page is for the salesperson who sends quotations.
Before you start
Section titled “Before you start”- You need Quote Edit on the quotation. With Own records only, that means the quotations whose Salesperson you are.
- The quotation must be Open. A Draft must be finalised first; an Accepted, Rejected or Superseded quotation cannot be marked.
- Open the quotation. Its header reads Not sent until it is marked.
- Select PDF at the top of the page. A window opens with the PDF inside it.
- Tick Sent to the customer.
What happens next
Section titled “What happens next”- The header shows Sent and the date, and the window notes Marked sent on that date.
- The quotation’s timeline records that you sent it to the customer.
- If you send the quotation again, mark it again. The latest mark is the sent date.
- The quotation’s follow-up reminders count from that date — see Message centre.
Undo a mark
Section titled “Undo a mark”- Select PDF at the top of the quotation.
- Clear Sent to the customer.
Only the latest mark is removed. If the quotation was marked before, that earlier date counts again.
Rules to know
Section titled “Rules to know”- Marking as sent does not email the customer and does not change the quotation itself.
- Until an Open quotation is marked, To do in the message centre can remind its salesperson that it has not been sent, after the number of days your company sets, counted from the day the quotation was created.
- Once it is marked, To do can remind the salesperson when there has been no communication or meeting with the customer since it was sent.
- What counts as contact with the customer: a communication, or an event that has started with at least one contact attending, logged on the quotation, its opportunity or its contact on or after the sent date. A note does not count, and neither does an activity whose sub-type is set not to count.
- The number of days for both reminders is set under System settings → Notifications.
Why it works this way
Section titled “Why it works this way”easySales does not send the quotation, so it asks you. You choose how the customer receives it: email, a messaging app, by hand. Only you know when it went, so the mark is how that date gets into easySales, and the follow-up reminders count from it.
The latest sending is the one that matters. When you send an updated quotation, the customer’s clock starts again. Marking it again moves the sent date, so the follow-up reminder waits the full number of days from the new date.
Only real contact clears the reminder. An internal note does not tell you what the customer thinks. A logged communication or a meeting with the contact does, so those are what stop the “no customer contact” reminder.
Work faster
Section titled “Work faster”- Mark it as you download. When you download the PDF to send it, tick Sent to the customer in the same window; there is no second step. See Quotation PDF.
- Log the call on the quotation. After you speak to the customer, use Log activity → Log communication on the quotation, so the follow-up reminder clears itself. See Activities and follow-up.
- Work from To do. The To do list in the message centre gathers your unsent, unanswered and soon-to-expire quotations in one place, each linking to its quotation. See Message centre.
- Set the reminder days to your sales cycle. The defaults are 3 days for follow-up and 2 days for not sent; each can be 1 to 60. See Notification settings.
Examples
Section titled “Examples”Mei Tan finalises QN-10000125, selects PDF, downloads the file and emails it to Grace Wong. Back in the window, she ticks Sent to the customer. The header now reads Sent with today’s date. When the days your company sets pass with no call or meeting logged, a reminder appears in her To do.
A follow-up that clears itself. Lim & Co keeps the default of 3 days. Mei marks QN-10000125 as sent on Monday morning. Three days later, on Thursday morning, her To do shows No customer contact since quotation QN-10000125 was sent. She calls Grace Wong, then selects Log activity → Log communication on the quotation and records the call. The reminder leaves her To do.
A mark set by mistake. Daniel Lim marks QN-10000136 as sent, but he sent a different quotation. He opens the PDF window and clears Sent to the customer; the header reads Not sent again. QN-10000136 was created five days ago and the not-sent reminder is set to 2 days, so Quotation QN-10000136 has not been sent appears in the salesperson’s To do straight away.
Common questions
Section titled “Common questions”- How do I email a quotation from easySales? easySales does not email it for you. Select PDF, then Download, attach the file to your own email, then mark the quotation as sent.
- How do I stop the follow-up reminder for a quotation? Log a communication or a meeting with the customer on the quotation, its opportunity or its contact. The reminder clears once easySales sees contact on or after the sent date.
- Who gets the reminders? The quotation’s Salesperson. Change the salesperson with Change Owner and the reminders follow.
- Why can’t I mark a draft quotation as sent? A draft has no quotation number yet and is not an offer. Finalise it first.
- When does the “has not been sent” reminder appear? When an Open quotation is still not marked the set number of days after it was created; 2 days unless your company changed it.
- Does marking as sent stop the expiry reminder? No. An Open quotation that expires within 7 days appears in To do whether or not it was sent.