Last Updated: February 06 2024

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How to Set Up Quote Forms

Overview

Set up the layout of your quote forms, as well as the email template that automatically appears every time you email them.

For information on creating a quote in Simpro Premium, see How to Create a Service Quote / How to Create a New Project Quote.

For greater customisation options consider using Form Builder Templates. Learn more in How to Use Form Builder Templates.

Set up payment options for PDF templates

To set up the How To Pay section on your quote forms, including the appearance, payment claim message, and included payment options, go to System > Setup > Forms Setup > Quote > PDF Templates > How To Pay and adjust the following options as required.

Be sure to Test how your settings apply as you go.

Set up display options for the How To Pay section

Select from the following options to adjust how the How To Pay section appears on quote forms:

How To Pay Section Height

Enter the required height in millimetres to fit your payment option details.

Payment Claim Message

Enter text to appear at the top of the How To Pay section.

BPAY Biller Code and BPay Accepts Credit Card

AU only: If you accept payments via BPay, enter your BPay Biller Code to appear in the How To Pay section.

If you also allow BPay users to pay with a credit card, select Yes under BPay Accepts Credit Card.

When you have finished adjusting settings, click Save.

Set up display options for payment options

To assign payment options to display in the How To Pay section of quote forms, as well as information about the customer and payment due, select the fields under Options Assigned, then click Add Fields.

You can then reorder these fields using the grey drag handles to the left. To remove fields you do not wish to display, click the icon.

If you have selected to include Credit Card, Mail, and / or Direct Deposit as payment options, you can then format how they appear in the section.

When you have finished adjusting settings, click Save.

Credit Card

If you have assigned Credit Card as a payment option, select from the following options to adjust how it appears in the How To Pay section on quote forms:

Show Credit Card Form

You can display fields to collect specific customer credit card details, such as the credit card number and card holder's name.

Select:

With CVV to display a field to capture the credit card security number.
No CCV if you do not require the security number.
Off to hide the fields. This is useful if you require customers to pay using credit cards either online or over the phone.

Card Type

Enter the credit card types you accept, such as MasterCard, Visa, Diners Club and / or American Express.

Customise Message

If you have registered for and set up Simpro Premium Payments, and you have set up for customers to be able to pay through the customer portal, select Off to display the Simpro Premium Payments web address for online payments and your company phone number for credit card payments over the phone.

Learn more in How to Use Payrix Payments - NZ only and How can your customers use Payrix Payments?.

Alternatively, select On to manually enter credit card payment instructions in the Message text field.

When you have finished adjusting settings, click Save.

Mail

If you have assigned Mail as a payment option, select Off under Customise Message to display default text in the How To Pay section instructing customers to send a cheque payment to your company's postal address.

Alternatively, select On to manually enter payment by mail instructions in the Message text field.

When you have finished adjusting settings, click Save.

Direct Deposit

If you have assigned Direct Deposit as a payment option, select the fields you wish to display for direct deposit / credit payment details from the Columns Assigned drop-down list, then click Add Column.

You can then reorder these fields using the grey drag handles to the left. To remove fields you do not wish to display, click the icon.

When you have finished adjusting settings, click Save.

US only: If you use Simpro Premium in the United States, the term 'Direct Credit' is used instead of 'Direct Deposit'.

Set up the email templates for quote forms

To set up the email template to appear when you email a quote:

Go to System > Setup > Forms Setup > Quote > Email Set Up.
Under Use Default Settings:
- Clear the check box to Customise quote email settings.
- Select the check box to use settings defined in System > Setup > Forms Setup > General > Email Setup, including Request Read Receipt, Send CC of Email to Current User, From Name, From Address and CC to (email addresses separated by commas). Learn more in Email Setup sub-tab.
Under Email Template, adjust the default email Subject and Body to appear every time you send the form:
- Adjust text in the email Body using the formatting options, for example, bold, italics, or underline, at the top of the text box.
- Use the [projectType] field in Subject, so that if the Show as Estimate option is selected, the email subject updates to Estimate. Also, any reference to Quote in the form template is replaced with Estimate.
- Under Include Form with Email, select On to include forms in emails by default. If your business more commonly sends emails without forms attached, select Off.
To insert information from Simpro Premium into the email template so that it is automatically retrieved from the system when you email the form, click to include the information in the Subject or Body, then click the field of information in the Insert Field list.
- For example, rather than typing out your company email, click to insert the Company Email field to automatically retrieve the email address from System > Setup > Company.
When you have finished adjusting the email template and settings, click Save.

Note that some details, such as site fields and work order number are specific to work orders and shall not populate in the body of email sent from the Work Order invoice.

If you have entered text in System > Setup > Forms Setup > Email Set up > Email Template > Body, it is automatically added to the body text in this email template when you email a form.

Customise quote email settings

When you clear the Use Default Settings check box, you can customise your quote email settings with the following options:

Request Read Receipt	Select On to automatically request that the email recipient confirm their receipt of your email.
Send CC of Email to Current User	Select On to CC the logged-in Simpro Premium user sending the email. This sends the email to the primary email address entered in the user’s employee card file. The secondary email address is not used.
From Name	Enter the sender name to appear to the recipient of the email when sent from any Simpro Premium user. If left blank, the email uses the logged-in Simpro Premium user’s name as it appears in their employee card file.
From Address	Enter the sender’s email address to display to the recipient of the email when sent from any Simpro Premium user. The email address used in this field is that which the recipient can reply to. If left blank, the email sends from the logged-in Simpro Premium user’s primary email address located in their employee card file.
CC to (email addresses separated by commas)	Enter the email addresses, separated by commas, that you wish to receive all forms of this type emailed from Simpro Premium. This is the default CC. You can also select additional CC in a job in the Forms tab.

When you have finished adjusting settings, click Save.

Show Overview Description	Select On to display the title Description above the quote overview description text.
(AU only) Show STCs	Select On to display the value of STCs / VEECs. For more about STCs, see How to Set Up STCs - AU Only.
Show Summary	Select On to display a table of the quote sections and / or cost centres and their sell prices underneath the quote overview description. Select Off to hide the table.
Page Break After Summary	If you have selected On under Show Summary, select On to display the summary on a new page.
Summary Shows	If you have selected On under Show Summary, select from the following options as required: Select System Default to display the quote summary total including or excluding tax according to the settings defined in System > Setup > Defaults > Financial > Invoicing > Show Sell & Cost Prices. Select Inc. Tax to display the quote summary total including tax with a separate line displaying the tax amount included. Select Ex. Tax to display a sub-total excluding tax, a separate line displaying the tax amount, and an additional line displaying the tax inclusive amount payable.
Summary Group By Section	If you have selected On under Show Summary, select On to hide the cost centre list for each section in the summary and display only the section totals. Select Off to display each cost centre in the summary.
Form Total Shows	Select System Default to display the quote total including or excluding tax according to the settings defined in System > Setup > Defaults > Financial > Invoicing > Show Sell & Cost Prices. Select Inc. Tax to display the quote total including tax with a separate line displaying the tax amount included. Select Ex. Tax to display a sub-total excluding tax, a separate line displaying the tax amount, and an additional line displaying the tax inclusive amount payable.

Show Section Names	Select On - Repeat to display the project section name above each cost centre in the cost centre item list. Select On - Once to display the project section name once only above the first cost centre in the section. Select Off to hide the project section names from the cost centre item list.
Sections Always Start In New Page	Select On to display the cost centre list for each section on a new page.
Show Section Totals	Select On to display a total of all cost centres included in a section at the bottom of the section’s cost centre item list.
Section Totals	The following settings apply if you have selected On under Show Section Totals. Select System Default to display quote section totals including or excluding tax according to the settings defined in System > Setup > Defaults > Financial > Invoicing > Show Sell & Cost Prices. Select Show Tax Breakdown to display each section total excluding tax, with a separate line displaying the tax amount and an additional line displaying the tax inclusive amount payable. Select Inc. Tax Only to display each section total including tax, with a separate line displaying the tax amount included. Select Ex. Tax Only to display each section total excluding tax.
Same For Options	Select the Same For Options check box to use the same section settings defined above for optional sections and hide the Options settings in the grey box below. Clear the check box to customise the section layout for optional sections.

Show Cost Centre Names	Select On to display the Simpro Premium cost centre names in the cost centre list. If you have renamed cost centres in the quote, these new names appear. If not, the default cost centre names defined in System Setup appear. Select Off to hide the names.
Show Cost Centre Number	Select On to display the Simpro Premium cost centre numbers in the cost centre list. Select Off to hide the numbers.
Show Cost Centre Description	Select On to display the individual cost centre descriptions in the cost centre list. Select Off to hide the individual cost centre descriptions. The quote overview description still displays on the form.
Show Cost Centre Totals	Select On to display the cost centre totals in the cost centre list. Select Off to hide the cost centre totals. The quote total still displays on the form as defined by your General > Form Totals settings, as well as the section totals, as defined by your Sections settings.
Cost Centre Totals	The following settings apply if you have selected On under Show Cost Centre Totals. Select System Default to display cost centre totals including or excluding tax according to the settings defined in System > Setup > Defaults > Financial > Invoicing > Show Sell & Cost Prices. Select Show Tax Breakdown to display each cost centre total excluding tax, with a separate line displaying the tax amount and an additional line displaying the tax inclusive amount payable. Select Inc. Tax Only to display each cost centre total including tax, with a separate line displaying the tax amount included. Select Ex. Tax Only to display each cost centre total excluding tax.
Same For Options	Select the Same For Options check box to use the same cost centre settings defined above for optional cost centres and hide the Options settings in the grey box below. Clear the check box to customise the section layout for optional cost centres.

Show Part Numbers	Select On to display the material and pre-build part numbers in an itemised cost centre list. Select Off to hide part numbers.
Show 0 Hours Labour Item	Select On to display labour rates that are included in cost centres, but have zero hours applied. Select Off to hide these labour rates.
Show Labour Qty (Hrs)	Select On to display the number of hours against each labour rate in an itemised cost centre list. Select Off to hide the number of hours.
Show Pre-build Description	Select On to display pre-build descriptions in the same cell as the pre-build name on an itemised cost centre list on quote forms. Any formatting included in the description is displayed on the form. Select Off to hide pre-build descriptions. This is the default setting for pre-build descriptions on forms.
Show Materials Total / Labour Total	Select In Totals to separate service fee, labour, and material values in the quote total. Select Per Cost Centre to separate these values in cost centre totals. You can also select the Combine Service Fee & Labour check box to display service fee and labour values as a combined total.
Show Line Item Discount	Select to display the discount on individual line items on the PDF templates to send it your customers.
Same For Options	Select the Same For Options check box to use the same materials and labour settings defined above for optional cost centres and hide the Options settings in the grey box below. Clear the check box to customise the materials and labour layout for optional cost centres.

Footnote Font Size	Enter the font size of the footnote text.
Footnote	Enter and format the footnote text to appear at the bottom of the form.