Designing a quote template

Quote templates are created and edited in a WYSIWYG interface that gives you a real-time preview of what the quote will look like and allows you to open the editor page for each section.

NOTE  Best Practice: Unless you are an experienced HTML programmer, it is much easier to copy the template that is closest to the quote you would like to create and then edit it, than it is to create an entirely new quote.

The preview page is divided into sections. When you hover over a section, it becomes shaded.

• Click Edit in the shaded section to open the section editor.
• Click OK in the section editor to return to the template preview page and view your changes to that section.

IMPORTANT  Changes made in the section editor will not be saved to the actual template until you save the Design Quote Template page. To save your work as you go along, click Save in the Save & Close menu.

 

To add, copy, or edit a quote template, complete the following steps:

1. To open the page, use the path(s) in the Security and navigation section above.
2. To create a new template from scratch, click New. To copy a template, hover over its context menu and select Copy. The copy is automatically added to the table with Copy (#) preceding the name of the copied template.
3. The New Quote Template page will open. Complete this page and click Save to open the Design Quote Template page. For more information on completing the New Quote Template page, refer to Editing quote template properties.
4. To edit an existing template, hover over the context menu of an existing invoice template and select Design. The Design Quote Template page will open.

5. On the Design Quote Template page, edit as needed or complete all sections.

Each quote template consists of the following sections:

Section	Description
Header	The Header section appears at the top of every page except the Appendix. The maximum vertical height is 300 pixels. If you would like your logo and other information to appear on every page, place it into this section.
Top of Quote	The Top of Quote section appears once at the top of the quote's first page. Use this section to insert variables that will display information like the quote name and number, payment terms, quote expiration date, your local organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site. contact information, and the name and contact information for the account for which the quote was prepared. Refer to The HTML editor. NOTE  The variable data for your own organization comes from your local organization The database record of your own organization in Autotask. It has the organization ID "0", and is used as the sender address on quotes, invoices, etc. Previous versions of the help referred to this database record as: 0 Account, Zero Company, Your Own Company. record in Autotask. Refer to Your local organization in Autotask.
Quote Body	This is where you set up the contents and layout of the main part of the quote —the list of quote items. This section could span multiple pages depending on the number of quote items. For information on editing this page, refer to Configuring the quote body.
Bottom of Quote	This content will display once, at the bottom of the last page of the quote, and is recommended for information such as quote subtotals, tax details, and the grand total. You can also include Signature and Date lines. For additional information about these settings, refer to Bottom of quote settings.
Footer	The Footer section appears at the bottom of every page except the Appendix.
Appendix	The Appendix will appear at the end of the quote, starting on a new page. It will not contain the quote header or footer. On this page, you may want to display your Terms and Conditions. The Appendix does not appear as a section on the Design Quote Template page. To access the appendix editor, click Edit Appendix at the top of the template page.

6. Hover over a section so it becomes shaded and click Edit. A section editor page will open.
7. Use the HTML Editor to place text, labels and variables onto the template. Refer to The HTML editor. For a complete list of available variables, refer to:

List of Autotask Variables

NOTE  When working with the HTML editor, you can apply a condition tag to most quote template variables so their label displays only when they contain data. Refer to Setting conditional content display for invoice, purchase order, and quote template variables.

8. When editing the Top of Quote or Bottom of Quote, click Restore Default Content to restore that section of the quote to the standard Autotask Default content.

9. To return to the main quote template, click OK. The template will show a preview of what the quotes will look like, with the variables displayed in brackets and text formatting applied.
10. To modify the template properties, click Edit Template Properties on the menu bar.
11. To edit the Appendix, click Edit Appendix on the menu bar.
12. To see how the quote would render as a PDF document, click View PDF.
13. Click Save to save the template and remain on the Design page, Save & Close to save and close the page, or click Cancel.

IMPORTANT  Your changes are not saved until you click Save or Save & Close on the Design Quote Template page.