How to make a quotation
1. The difference of quotation and estimate
An estimate is basically a ‘guesstimate’ or rough, educated guess based on what a job MAY cost. A quote (or quotation) is an exact price for the job being offered. As such it is fixed and CANNOT be changed once it has been accepted by the customer (unless the customer changes the amount/type of work required or you discover something completely outside of the scope of what was agreed).
2. Be careful to send a quotation
As mentioned above, quotation cannot be changed once accepted by the customer. The document (quotation) has legal restraint.
If customer require estimate, create it with Google Spreadsheet and send it by email. The estimate should say it is a rough educated guess and the price may be changed when the order conditions are clear.
3. Getting quotations (from printing companies)
When getting printing quotations
1) Take estimate at least from 2 companies.
https://gyazo.com/2d5c78bceb66650d3c0fb6a7043bb562
Checkbox: Choose the best conditions and click “Checked”
Link:Click to select the project
Company: Input the name of the printing company
Unit: Input the unit price. If the received estimate has several conditions, just put total price at the unit price and change the QTY to 1
QTY: Input the quantity
Price: Calculated automatically
Notes: If any remarks, input here.
Attachments: If received a quotation from the printing company, upload the file here.
(Planned) If a person in charge click the check box, a purchase order is created on Xero automatically. The accountant should convert PO (purchase order) to Bill when a red invoice is received.
4. Making printing quotation
The standard mark up of printing quotation is 40% and the price is calculated as follows:
Selling price = Buying price / 0.5
The markup ration 50% can be changed down to 25% depending on the negotiation with the customer.
Delivery Fee
The delivery fee for printing materials are calculated as below. Be sure to add delivery fee to quotations.
5. Quotation for WEB
Web/System/Consultation quotation is calculated by the number of hours to work.
Unit Price
The unit price is calculated by
Unit price = Salary x 3 / 168 (hours)
Suppose a person who’s salary is 10,000,000 VND, the charging fee is 10,000,000 x 3 / 160 =187,500 VND/hour
Qty
Qty is calculated to set estimate time to the asana.
First list up all tasks on Asana.
Second input estimate time to each task.
Calculate the total number of hours for each category.
Monthly fee
Add
Website maintenance fee $20(450,000VND)
Server fee $8(150,000VND)
as a yearly maintenance fee.
Website maintenance fee includes security, backup, work for virus infected files if any.
The monthly fee does not include updating contents every moment. Contents update is calculated and charged per hour 200,000 VND
Monthly payment
Customer can choose the payment method as below:
One time payment: All initial fee + One year maintenance fee
1) year payment: All initial fee x 1.0 / 12 + monthly maintenance fee
2) years payment: All initial fee x 1.0 / 24 + monthly maintenance fee
6. How to make a quotation on XERO
Create new quote
https://gyazo.com/31e6bdd689d02316bc3e2c13a871a949
2) Fill all information
https://gyazo.com/4ae251983d7a0e93143a2e379344a858
3) Send this link to Mr.Kuraki to check the price (if you're not sure)
4) Send to customer (click button Send), remember to CC Mr.Kuraki when you send this email.