Sending Quotes/ Draft Orders

Quote Ninja:

Quote requests:

1.     We will receive an email when a client has requested a new quote.

2.     Once logged into Quote Ninja the quote should show as “new”, if it is in any other stage, someone else may have already addressed it.

3.     Check for any notes that were entered by the clients and make and necessary adjustments.

a.     If the client has left notes on the quote request that do not match what they have selected.

b.     Ex. If they have selected the full display for the quote but entered a note asking if we offer graphics only.

4.     Once the quote has been drafted correctly, it can be sent to the client

5.     Quote Ninja emails tend to go to the client’s junk folder. To avoid this, the quote should be forwarded to the client with a personalized email. Examples below based on if they have selected design time:

Hi there,

Thank you for reaching out. Please find the quote you requested below. When you are ready, you can click "proceed to checkout" to complete the order online. Once you have an order number, you can use the link in the top right-hand corner of the website to upload your artwork for proofing. Please let me know if you have any other questions and I would be happy to help!

Hi there,

Thank you for reaching out. Please find the quote you requested below. When you are ready, you can click "proceed to checkout" to complete the order online. After the order has been placed, we will send over a design questionnaire to gather your photos, logos, and important components for the designer. Once that has been submitted, a designer will reach out to you one on one before getting started. 

6.     Create a customized follow up task in HubSpot. Include all important information and set it for an appropriate amount of time based on your conversation with the client. 

Draft orders in BigCommerce:

1.     Log in to the BigCommerce platform and navigate to the "Orders" section. Click on "Add" to begin drafting a new order.

2.     Check if the client is already in our system by searching their email under the "Existing Client" category.

a.     If the client is found, select their profile to proceed. This step may also provide a list of previously saved addresses associated with the client.

b.      If the client is not yet in our system, choose the "New Customer" option and enter the client's information manually.

3.     Enter the billing information by either selecting an existing address from the client's profile or manually inputting the information provided by the client.

4.     Search and add the correct products and select any applicable product options.

5.     Verify that the shipping address listed is accurate and make any necessary updates.

6.     Preselect the appropriate shipping method for the client, such as "Free Shipping" or "FedEx Ground." This ensures a smoother checkout process for the client.

7.     Review all the details for accuracy.

8.     In the top right-hand corner, click on "Finalize" and choose "Create Draft Order" to complete the order drafting process.

9.     Copy the generated hyperlink and send it to the client via email. This link will allow the client to access and review the draft order by automatically adding the selected products and options to their online shopping cart.

10.  Create a customized follow up task in HubSpot. Include all important information and set it for an appropriate amount of time based on your conversation with the client.

Additional information:

Please advise the client to log into their account prior to clicking the link. If they do not, it will take them to the login page first and may cause the link to expire.

The hyperlinks expire once they have been clicked. Please let the client know that only the person completing the order should click the link when they are ready to proceed.

In the event that a client reports an expired link, you have the option to refresh it and resend it by following these steps: 

1. Navigate to the "Orders" section within the account.
2. Locate and select "Draft Orders."
3. Click on the three dots icon displayed under the "Action" column and proceed to choose "Edit Draft Order."
4. Ensure that all relevant information is still populated within the order. Continuously select "Next" until you reach the final page.
5. Carefully review the provided information, and if accurate, proceed to reselect "Create Draft Order."

TSB – Creating quote in Shopify

1.     Log into Shopify and navigate to the “orders” tab

2.     Select “create order”

3.     Check if the client is already in our system by searching their email under the "customer" section.

a.     If the client is found, select their profile to proceed.

b.      the client is not yet in our system, choose the "New Customer" option and enter the client's information manually.

4.     Search the correct products and options needed for the order. Please note each product option needs to be added as its own line item.

5.     Preselect the appropriate shipping method for the client, such as "Free Shipping" or "FedEx Ground." This ensures a smoother checkout process for the client.

6.     Add any applicable notes such as “Upgrade for order #****” or “please use artwork from order #****”

7.     Review all the details for accuracy.

8.     Select “Send Invoice” at the bottom of the page.

9.     Format the subject line, add any notes to the client, and CC info@backdrop.com before sending.

10.  Create a customized follow up task in HubSpot. Include all important information and set it for an appropriate amount of time based on your conversation with the client.