Step-by-Step Guide Quoting Guide

Step-by-Step Guide: Quoting in SignTracker

This guide provides a step-by-step overview of the quoting process in SignTracker, from creating a job to approving a quote and invoicing. Use it as a quick reference to ensure quotes are accurate, consistent, and ready to move into production.

In this guide, you will learn how to:

• Create a job for quoting
• Build quote worksheets for line items
• Generate a contract
• Submit and approve a quote
• Create an invoice in QuickBooks and move the job forward

• Each quote worksheet (recipe) defines how one item is priced.
• A job (cookbook) can hold as many recipes as you want.
• A contract (menu) pulls together any number of recipes into one customer-facing list.
• You can reuse recipes, copy them to tweak ingredients (size, graphics, labor), and change quantities before serving.
• Once the menu is approved, you create one bill (invoice) that includes everything the customer ordered.
   

1) Create the Job

What this does: Sets up the job “container” where your quote, contract, and invoice will live.

1. Go to Jobs and select +New Job (or equivalent).
   
   
   
    
2. Enter the Job Name, this should be descriptive so you understand the type of work at a glance and the specific artwork if applicable. “RUSH 3 x 6 Inktavo Banner”
3. Select the Client 

Note: (if you have linked to QuickBooks and opted to sync clients, the customer will be listed. If the customer is not listed, when you convert to a Quickbooks invoice, the customer will be created in QuickBooks)

4. Add the Job Description, 
   
   Note: This is the scope of work so your team understands what is being produced and any special instructions. “Create a 3 x 6 hem and grommeted banner, deliver to client and install on construction fence”
    
5. Select the Job Type, Product or Service
6. Select the Manager and Sales Rep (or secondary project manager)

Note: These people will be notified when a contract is approved and the job will be assigned to them on the Job Flow Board. 

7. Select a Due Date, this is where the job will land on the Calendar.
8. Enter the Job Location, for instance the individual school for a school district project.
9. Save the job by selecting the Submit button.
   
   

2) Build Quote Worksheets for Each Line Item

What this does: Creates the pricing “formula” for each item you’re quoting (one worksheet per line item).

1. After selecting the Submit button, you will be presented with the job.
2. For the first line item you’re quoting, choose New Worksheet.
   
   Note: To create a worksheet from scratch select New Worksheet and choose the details to calculate the price. If you have set up Quoting Templates, select a prefilled template and modify the options. 
   
   
    
3. Complete the worksheet details needed to calculate price (materials/labor/etc. as applicable).
4. At the bottom of the worksheet, Name the worksheet for instance 3 x 6 Inktavo Banner
   
   Note: Make sure to update the description for the contract, this is what the customer will see on the line item. 

5. Select Save and Add to save the worksheet
6. Repeat steps 2–4 for each additional line item in the quote.

Tip: Think of a Quote Worksheet as the pricing engine for one line item.
 

3) Create the Contract

What this does: Converts your worksheets into a customer-facing quote/contract that can be approved.

1. Go to Contracts.
2. Click New Contract.

Note: You do not need to create a worksheet using the New Line or New From Template option as you have already created a worksheet and will be using the Add Lines from Previous Work option. 

4) Add Line Items to the Contract

What this does: Pulls the quote worksheets into the contract as selectable line items.

1. In the contract, choose the option to Add Lines From Previous Work.
   
   
   
    
2. From the the Jobs tab, highlight the quote worksheet or multiple worksheets you want to add to the contract and select the +Use button.
   
   
3. If you need a variation of an item (size, labor, etc.), Clone the worksheet/line item.
   
   Cloning: The Clone option will make a copy of the worksheet. Make sure  to update the Worksheet Name and Description so you can identify the different line item. 
    
4. After adding worksheets to the contract, close the slideout window by clicking on the X.
    

5) Adjust Quantities and Review Totals

What this does: Finalizes the customer-ready quantities and confirms pricing is correct.

1. In the contract, set the quantity for each line item (e.g., banner count, number of letters).
   
   
    
2. Review line descriptions for clarity and accuracy.
3. Verify pricing and totals reflect what you expect.
4. Highlight the line item and select Edit Worksheet if you would like to update the line item. 

5. Click on Save and View to save the contract.
6. You will not see the contract and by default you will see a Mark as Pending Approval button. 

6) Quote Approval

What this does: Gets the quote approved so you can invoice and move the job forward.

1. Choose your approval method:
    
   • Click on Customer Link to copy the link to your clipboard and past the link into an email (customer can approve/reject and the project manager will be notified via email), or
      
   • Manually mark as approved by clicking on Mark as Pending Approval while waiting for the customer to approve 

2. If the customer electronically signs the approval, the contract will be designated as approved, you will need to refresh the screen. If the contract is manually approved then select Mark as Approved.

Note on Itemization: Select Show Itemization if you want to display the calculations from the worksheet in the contract during the approval process. This will not be displayed if you convert the contract into a QuickBooks invoice. 

7) Create the Invoice and Sync to QuickBooks

What this does: Generates the invoice and maps revenue correctly for accounting.

1. Once the customer electronically approves the contract or you have marked the contract as approved, you will be presented with an Invoice button in the contract screen. 
   
   Note: The Invoice button will only be displayed if you have connected your QuickBooks Desktop or QuickBooks Online account to SignTracker. 
   
   
    
2. You will be prompted to Assign each line item to the correct revenue category such as Service Items or Business Materials (for QuickBooks mapping).
   
   
   
    
3. Review invoice totals.
4. Select Submit Invoice to Quickbooks to send the invoice to create the QuickBooks invoice.
5. Confirm the invoice syncs to QuickBooks. After the invoice has been created, a drop down list will display to the right of the contract.
   
   

8) Move the Job Forward (Work Orders + Next Stage)

What this does: Transitions the approved, invoiced work into production (design, fabrication, install, etc.).

1. Update the job stage/status (e.g., move to Design).
2. Print or generate work orders if your workflow uses them.
3. Confirm the team has what they need (notes, artwork details, install requirements).
4. Continue progressing the job through your normal workflow.