Service offerings

Modify a model service offering

By Management, Service offerings

Collabox administrators, learn about a feature that you are sure to like!

We know that many of you like to have a complete range of services on hand, which will serve as a model to accelerate the creation of others. The small problem is that all your employees had access to the modification of these documents.

You no longer risk having your model service offerings changed thanks to the entitlement system, a feature that lets you choose who is allowed to work on the models.

Here is how it works:

To authorize an employee to modify or create model service offers, go to configuration.

Top menu, icon Configuration

In the configuration menu, click Employees .

Menu Configuration to the left

The page that will open will present you with the list of your employees. Click on the name of the employee to whom you wish to grant permission. Once you have entered your file, click on the tab Advanced configuration.

Then, check the option Creation / modification of model submissions in the Projects module . This will give permission to the employee to work on the models. If you want to remove permission from it, just uncheck this box.

Advanced Configurations page [nom de l’employé]

When you or an employee want to edit or create a service offering, be sure to change the status to Model with the drop-down menu.

Page Addition of a service offering , drop-down menu Status

What an employee not having access modifying models can do :
– duplicate an existing model to make a new submission;
– view a model before duplicating it by clicking on the button PDF.
What a person having access modifying models can do :
– all! She can modify existing models, create new ones from scratch or duplicate them.

Little extra: A drop-down menu under the search engine gives you the option to display only the models on the screen.

Page List of service offers from[Nom de l’entreprise] Interface for a person who does not have access to modifying models

Express service offers

By Management, Service offerings

We know that filling out a service offer can take quite a long time. To improve your experience, we have created the express service offerings. They select by default several information so that it is faster to complete.

With this function, you no longer need to create a client, then a project. You will enter some default settings just once and they will be reused for each new express offer. To determine these parameters, go to the page Organization , located under the menu Preferences .

Menu bottom left

Click on the tab Projects.

Page Organization update

Fill in at least the elements in the red boxes: The name of the default project, the employees affected, the probability of closing and the name of the first phase. Then click on Record at the bottom of the page.

Page update of the organization, tab Projects

Once your settings have been determined, click on the icon Management .

Icon Management , in the menu at the top of the page

Then click on Add an Express service offer.

Page List of service offers menu Add an Express service offer

Fill in the field at least Last name and click on Record . It is the name of the customer that will appear on your service offer. You can also fill in the other fields depending on what you want to see on the offer.

Page adding a customer

The fields chosen by default will already be filled in on the page Addition of a service offering. You can still make changes if necessary or fill in the other fields. However, this is optional. Click on Record, then following if you have changed or added information; just click on following if you don’t change anything.

Page Addition of a service offering

You will fall on the page Phases of the service offering . Phase 1 will already be registered. You can add other phases (optional), then click on Record and then on following . If you don’t change anything, click following directly.

Page Phases of the service offering

You are then brought to the tab Fees . Click on the phase (s) to add fees to the offer.

Tab Fees from the page Fees for the service offer

To print the service offer, click on the tab Impression , choose the printing options and click To print . To send the offer by email, go to the tab Send by email , fill in the fields and click on To send .

Page Fees for the service offer

The final product:

Example of express service offer (to print)

It’s that quick and easy! Four steps and you’re done.

Display of the amounts of a service offer

By Service offerings

The amounts visible on your service offer are not displayed as you wish? There are a few ways to change these amounts so that you can get the desired result for each new service offering.

First, you should know that the amounts can change from two places:

  • In the update page of a service offering (ODS), under the nail Info , you must choose the overall structure of your document. The section Display of totals lets you decide whether you want to see the amounts for each phase, see only one amount (i.e. the total) at the end of the offer, or not put any total at the end.

  • In the tab Phases from this same page , you determine if there are any exceptions to the rule. For each of the phases of your ODS, there are different options for displaying amounts (1) and calculating the price (2) and you can combine them all. You can also force a page break (3) or hide a phase (4). Let’s see this in detail.
  1. The amounts can be displayed in 5 different ways:
    at) On each of the elements : The amounts of each element of the phase are detailed on the ODS.
    b) No amount displayed : The amounts for this phase are calculated but they do not appear on the ODS.
    vs) Both : The amounts are displayed for the AND phase for each of its elements.
    d) Do not calculate amounts : The amounts are displayed, but they are not calculated for this phase.
    e) For the phase : A total amount for the phase is displayed on the ODS.

  2. The amounts can be calculated in 3 different ways:
    at) Unique : The amount for this phase is calculated only once.
    b) Monthly : The amount corresponding to this phase is calculated once a month.
    vs) Annual : The amount is calculated once a year for this phase.
  3. The checkbox Page break after phase allows you to force a page break to split your ODS. For example, if your phase 3 is on two pages and you want to see it on one, you must check the page break for phase 2.
  4. The checkbox Hidden is used to hide a phase of your ODS. The phase does not appear when you send the document to a customer, but the amounts in the phase can still be posted to the calculation. In addition, this option can be useful when you want to take the phase into account in other Collabox operations.

Need to refresh your memory regarding model service offers where the express service offers ?

Service offers with options

By Management, Service offerings

The way of writing an offer of services and the services and products that one proposes have a very great strategic importance for the business development of any company. It is for this reason that the service offerings differ significantly from one company to another and we do our best to meet everyone’s needs. We have therefore added the options to the service offerings.

A catering service, for example, offers its client different options of accompaniment for the same menu. However, he does not necessarily want to include the client’s choices in the service offering so as not to overwhelm it, but he must all the same record them somewhere. Everything is then played under the tab Products of the service offer.

As usual, the caterer must select the products in his service offer. The difference is that the products for which they have not chosen the options will be displayed in red, while those for which they have entered their choices will appear in blue. It’s a little reminder.

Page Products of the service offer

In order to select the options, he must click on the product name in the list. A new window will open on them. It remains to check the choices that interest him, then click on Record .

Product options window Chicken breast…

He can follow the same procedure for each of the products. If he wants to create new options, he will have to go to the product list and add components to his product. Once the components have been created, the options window is automatically generated.

Procedure for creating options

Go to the module Accounting .

Collabox horizontal menu

Click on Products in the vertical menu.

Collabox vertical menu

Click on the name of the product you want to modify in the list, then go to the tab Components.

Page Elements for the product[nom du produit]

Fill in the elements of the grid.

In order to better find your way on this page, here is a description of the main elements that make it up:

  1. Drop-down menu under Component : used to select an existing product and define it as a component of another product.
  2. Pictogram : allows easy access to the component’s product sheet.
  3. # Family : groups the options. In an options window, there may be different options to select. For example, for a chicken dish, we could have a set of side options, which we would group together in family 10, and a set of dessert options, which we would group together in family 30. The numbers chosen do not matter. They are only used to create option groups.
  4. Max number of choices : determines the number of options that can be selected per family.
  5. $ Extra : Adds an amount for a particular option. For example, if the customer wants a gratin dauphinois instead of mashed potatoes and it costs $ 2 more, this is where the $ 2 extra is entered.

Interested in these new possibilities in the service offerings? Contact us to try it!

Service offer and probability of closing

By Service offerings, Your CRM

When you modify a service offer (submission) you have the possibility to enter a probability of closing the service offer. This is a drop-down menu related to opportunities.

1. If you check the small box at the bottom of “Probability to close”, when saving, an opportunity will be created in the contact selected above. If no contact is selected, the registration will be refused.

2. Following registration, a link to the opportunity will replace the checkbox. And you can click on it to consult the contact sheet.

3. Once in the contact form, we can find the opportunity there. The follow-up date is the delivery date of the service offer. You can see the percentage of close and the name of the ODS. And there is on the right, the amount sold which is the amount of the service offer. In this example, I had not made an invoice in the service offer so the amount is zero.

Version 4.8: New module – Service offer

By Digital transformation, Service offerings, Versions, Your CRM

Prepare your service offers in the Collabox, print them according to your template and turn them into an active project with one click, which will automatically assign employees to your new mandate.

The Collabox Service Offer module offers several advantages:

  • Archiving automatic of your service offers in project files
  • Standardization of the presentation for all service offers regardless of which employee it is prepared by.
  • Consultation and quick modification
  • Revision facilitated by employees (the latest version is kept on the server)
  • Impression personalized in PDF
  • Production fast and automatic assignments
  • Creation of a Work order for internal production and allocation of hours to employees.

Other novelties

  1. Dashboard : The dashboard module is now offered to all Collabox users. The dashboard allows you to have at a glance access to your tasks for the day, your calendar, the list of missed phone calls, the list of your contact follow-ups, as well as some information accountants.
  2. Contacts module : The Sales Force module is renamed Contacts Module.
  3. Contacts module : Faster access to modify contact information.
  4. Followmail module : Possibility of personalizing the sending of a message to the bank for a single contact.
  5. Accounting : Visual identification of invoices sent by email
  6. Accounting : A tab in the list of budget items allows you to view all the accounting entries for this item.
  7. Accounting : Faster display of invoices and statements of account.
  8. Cleaning module : A new option now allows you to merge duplicate contacts with few clicks.
  9. Configuration : Faster display when viewing projects.

Work on projects in submission

By Projects, Service offerings, Timesheet

When you add a project in your Collabox, it is possible to specify the status of the project:

  • Submission
  • Signed submission
  • Rejected submission
  • In production
  • Waiting
  • Completed and billable
  • Bill
  • Paid
  • Closed
  • Inactive

By default, the Collabox only allows you to enter time on projects in production, but it is very easy to allow your team to enter time on projects in submission, for example, or on any other type of project. .

To do this, visit the Preferences section -> Organization. You will find in the Projects tab, the list of project types. All you have to do is select the types of projects on which you want to allow your team to seize time.

Page Organization update

Don’t forget to save your changes!