Create a Quote

A quote is for one customer and can hold more than one job. Each job groups products with the services done to them. If a customer wants printed shirts and embroidered caps, you can put the shirts in one job and the caps in another, both on the same quote. A job can also have tasks for your team. Tasks are optional and can wait until you plan production.

YoPrint saves the quote as soon as you create it, so you can leave it and come back later.

Depending on how your shop works, you might start a job from a preset, add products that are not in your catalog, check supplier stock and pricing or arrange delivery. Each of those has its own section below.

Start a quote

1. Open Sales and choose Quotes.

   

2. Click + Quote. YoPrint numbers the quote and opens it.

   

Choose a customer

1. In Select a customer, search for the customer and choose them.

   If the customer is not in YoPrint yet, choose + Add Customer instead and follow Add a new customer. Then continue with Set billing and delivery addresses.

   

To change the customer's details later, see Change a customer's details.

Add a new customer

The New Customer form covers the customer and a primary contact together.

1. Fill in the form.

2. Click Save.

   

YoPrint adds the new customer to the quote and lists the contact under Email Recipients, so they are ready to receive the quote when you send it.

Set billing and delivery addresses

1. Choose an address in Default Bill To.

   If the address is not in the list yet, add it first. See Add an address, then choose it here.

   

2. Choose an address in Default Ship To.

   If the customer will collect the order, leave Default Ship To blank.

   

Add an address

1. Open Default Bill To and choose Add Address.

   

2. Fill in the billing details.

   To create a matching delivery address at the same time, tick Also add as a shipping address.

3. Click Create address.

   

Edit an address

1. Click the pencil beside the address field.

   

2. Make your changes.

3. Click Save address.

   

Add a job

1. Click + Job.

   Reusing a job

   To start from a job you have quoted before, click Add a previous job instead. See Reuse Job Orders. To start from a saved preset, see Start a job from a preset.

   

2. Enter a Job Name.

   

Add a service

A service is the decoration work for this job. Screen printing and embroidery are both services. The prices come from the pricing matrix your shop has set up.

1. Click + Service.

   

2. Choose the service.

   If the service you need is not in the list, set it up first. See Configure Pricing Matrix in YoPrint.

   

3. Set Service Options and Location. The options are the matrix choices for this service. For screen printing, that is the number of colors. The location is where the decoration goes.

   

4. Add Internal Notes and Customer Notes if you need them. Customer Notes are for the customer to read. Internal Notes are for your own team.

5. Click Save.

   

Check what a service charges

The matrix is read-only here. Its prices come from your shop's service setup.

1. Open the service's menu and choose View Service Matrix.

   

2. Read the price for your color count and quantity.

   

Add a task

Tasks help you assign work to your team and track its progress. They are optional when creating a quote, so you can add them later when you plan production.

1. Click + Task.

   

2. Choose a Task Preset. YoPrint fills in the Name and Status from it.

3. Change the Name or Status if you need to.

   

4. Set Starts on and Ends on, then click Apply.

   

5. Click Assign and choose who does the task.

6. Add Notes if you need them.

7. Click Save.

   

Add mockup files

Use Mockup Files for the artwork. Mockups must be image files: JPEG, PNG, GIF, TIFF or BMP.

1. On the Mockup Files tab, click Upload.

   

2. Click Select Files to Upload, or drag files onto the panel.

3. When the files finish transferring, click Upload in this window.

   

4. Choose the Service this mockup belongs to.

   

   Renaming the file

   Click the file's pencil, enter the name and click Save.

   

   Showing the mockup on the quote PDF

   Tick Show in PDF.

   

YoPrint saves the files with the job. See Save the job.

Add production files

Use Production Files for the files your shop floor works from.

1. On the Production Files tab, click Upload.

   

2. In File Upload, click Select Files to Upload, or drag files onto the panel.

3. When the files finish transferring, click Upload in this window.

   

4. Choose the Service the file belongs to.

   

   Renaming the file

   Click the file's pencil, enter the name and click Save.

   

YoPrint saves the files with the job. See Save the job.

Add production notes

1. Open the Production Notes tab and click + Note.

   

2. Write the note.

3. Click Save.

   

Save the job

1. Click Save and Close.

   

Start a job from a preset

A preset creates the job with its services and tasks already in place. Presets do not include products, so add those yourself.

1. Click + Job Preset.

   No presets yet

   To create one, go to Configuration, then Settings, then Job Presets. See Configure and Use a Job Preset.

   

2. Click Select beside the preset you want. YoPrint creates the job straight away.

   

Add products to a job

You can add products without connecting a supplier. YoPrint works out each row's price from the product cost, the markup in your pricing group and the service price.

1. Click + Product.

   

2. Search by style number or product name, then choose the product.

   

3. Choose a color.

   

4. Enter a quantity for each size you need.

   

5. Check Selected. This is the product cost YoPrint uses for pricing.

   Changing the cost

   Choose Lowest or enter your own amount in Cost.

   Setting the product price yourself

   Enter the product portion of the selling price in Total. If you leave it blank, YoPrint uses your pricing rules.

   

   If the customer supplies these products, tick Supplied on those size rows before you click Add and Close. You then charge for the service only, unless you set a product price yourself.

   

   Adding another style or color

   The form handles one style in one color at a time. To add the next one while the form is still open, click Add and Keep Open instead of Add and Close. The form stays open with the same product and color selected, and YoPrint clears the quantities and any manual cost or price override. Change the color or style, then type the next quantities. Or click Add and Close and then + Product again for the next one.

   

6. Click Add and Close. YoPrint saves the rows automatically, one per size.

   

   

Unit Price on each row is the customer's price for one item. It can include both the product and the service.

Change or remove a product

Change a row

1. Change the quantity in the row's Quantity box.

   To add a description the customer sees, open the row and fill in Description Visible to Customer.

   

Copy a row

Copy a row to add another size or another version of the same product.

1. Click the copy icon on the row.

   

2. Fill in the copy.

3. Click Confirm.

   

Remove a row

1. Click the remove icon on the row.

   

Add custom products and fees

Add a custom product

Use this for a product that is not in your catalog. YoPrint has no cost or price on file for it, so you set the price yourself.

1. Click + Custom.

2. Enter a name and a quantity.

3. Click the pencil to open the price.

   

4. Set Product Total and click Apply.

   

5. Click Confirm on the row.

   

Add a fee

Use this for a charge that is not a product. An artwork setup fee is one.

1. Click + Fee.

2. Enter a name, the amount and the quantity.

3. Click Confirm.

   

Change a price

A price override changes that row only.

1. Click the pencil beside Unit Price on the row.

   

2. Enter your own figure in Product Total, Service Total or both. Together they make up the Unit Price. Product Cost below them only affects the margin figures.

3. Click Apply.

   

Go back to the calculated price

This also clears any manual cost.

1. Click the pencil beside Unit Price to open Pricing Override, then click Clear All.

2. Click Apply.

   

Change the pricing group

A pricing group is the set of markup rules YoPrint prices from. It applies to the whole quote. Rows you priced yourself keep the price you set.

1. In Overview, click the pencil beside Pricing Group.

   

2. Choose the group.

3. Click Save.

   

Check supplier stock and pricing

Pull supplier pricing into a job

This sets the product cost. Your pricing rules then work out the selling price.

1. Click Check Vendor Stock/Pricing.

   On plans without stock control, the label reads Vendor Pricing.

   

2. Choose Piece, Dozen or Case for each product. These are the supplier's prices for buying one, a dozen or a full case, so pick the way you will buy.

3. Click Apply.

   

Check supplier stock for one product

1. In the product form, click Check Vendor Stock. Real-time inventory opens with a row for each size.

   

   Without a connected supplier account, Real-time inventory lists the sizes but shows no quantities. See Configure SanMar Integration in YoPrint to connect one.

   

Set dates and payment terms

Set the dates

1. In Overview, click Prod. Start or Prod. Due. They share one picker.

   

2. Set Starts on and Ends on, then click Apply.

   

3. Set In Hands Date. This is when the customer will receive the order.

   

Set the payment term

1. In Overview, click the pencil beside Payment Term.

   

2. Choose the term. YoPrint fills in Full Amount Due, Deposit and Deposit Due. Change any of them if you need to.

3. Click Save.

   

Arrange delivery

Add a shipment

1. In the Shipment panel, open the actions menu and choose Add Shipment.

   

2. Choose the Shipping Type and the Shipping Address. The shipping type is a delivery method your shop has set up. That can be your own in-house delivery or a carrier.

   

3. Under Available Line Items, enter the quantity going to this address.

4. Click + Add Selected.

   

5. Click Save and Close.

   

Send part of the order somewhere else

Each shipment keeps its own destination and quantities.

1. Add another shipment. Any quantity you did not allocate is still available.

   

Charge shipping and tax

Delivery has two figures. The Shipping Cost on a shipment records what delivery costs you, and the customer does not see it. The Shipping Fee on the invoice is what you charge the customer.

Record what delivery costs you

1. On the shipment, click + Shipping Cost.

2. Enter the amount. Add a description if it helps.

   To get rates from a carrier instead of typing the amount, connect your shop to Shippo. See Configuring Shippo Integration.

   

Bill the customer for delivery

1. In the quote totals, click + Invoice.

   

2. Click Auto Pack to bring the items across.

3. Check the Shipping Fee. YoPrint works it out from the shipment costs you saved. To charge a different amount, change it.

   

4. In Select Tax, choose how to tax the invoice. The list offers a manual amount or percentage, Tax Exempt, Auto tax and your saved tax presets.

   Auto tax works out the tax from the invoice's addresses. It needs a Bill To address and a plan that includes it.

   

5. Use the Shipping Taxable switch to decide whether YoPrint taxes the shipping fee with everything else.

   

6. Click Save and Close.

   

The quote then shows both figures. Shipping Charge is what delivery costs you. Invoiced Shipping Charge is what you charge the customer.

Publish the quote

Publishing does not send or invoice the quote. See How to Send a Quote to send it.

1. Click Publish.

   

The quote moves from draft to Pending.

Find and reopen a quote

Drafts appear in the same list as published quotes, marked Draft.

1. Open Sales and choose Quotes.

2. Search for the quote.

   

3. Open the row's actions and choose Edit Draft.

   For a published quote, the menu shows View instead. Follow Change a published quote.

   

Change a published quote

A published quote opens in its detail view rather than the editor. The label has its own pencil. The products open through + Live Edit, below.

1. Open the row's actions and choose View.

   

2. Click the pencil beside the detail you want to change.

3. Make the change and click Save.

   

Change the products on a published quote

1. On the job, click + Live Edit.

   

2. Change what you need.

3. Click Save and Close.

   

Keep a list of your drafts

1. In the quote list sidebar, click + Filter.

   

2. Enter a Filter Name.

3. Click + Add Filter and set Is Draft == True.

   

4. Click Create.

   

Change a customer's details

Your changes update the customer record, not only this quote.

1. On a draft quote, click View Customer beside the customer's name.

   

2. In Customer View, click the pencil beside the customer's name.

   

3. Change what you need.

4. Click Save changes.

   

What to do next

Send the quote to the customer. See How to Send a Quote.

Ask the customer to approve it. See Quote Approval Workflow.

Get the artwork signed off. See Artwork Approval Workflow.