Video about creating and publishing an interactive quote
Having an attractive interactive quote template prepared, you simply need to select the template in an event to generate the quote. You can then publish it directly to the client environment. Your clients can easily access a professional and customised quote.
This article covers the following:
Creating an interactive quote for an event
From the event dashboard, you can create an interactive quote for an event.
1. Go to your planning and select the event for which you want to create a quote.
2. In the event dashboard, click on "New quote" at the bottom left.
3. Choose "Interactive quote & Customer portal."
4. Select the desired interactive quote template.
5. Make any necessary changes to the quote for the specific event.
6. Changes are saved automatically. ✅
Deadline for changes
Would you like to offer product suggestions in the proposal? The client can select suggestions in the interactive proposal as long as the deadline for changes has not yet been reached. Once the deadline has passed, the suggestions will no longer be visible in the interactive proposal.
You can set the deadline for changes yourself; by default it is set to 7 days. You can find this setting under: Setup > Company details > General settings > Events > Deadline for changes.
Viewing an interactive quote and client environment as the client
It's useful to see how your quote will be presented to the client before actually sending it.
Viewing an interactive quote as the client
To do this, click the "Preview" button at the top right of the interactive quote screen. Click the button again to return to the editor.
Viewing an interactive proposal in the client portal
The interactive proposal must first be published to the client portal (switch off the email notification when publishing if you don’t want to inform the client yet).
Next, click Publish again and then select Copy link (see image below).
Open the link in your browser to view the client portal, including the published proposal.
Publishing an interactive quote
Is your quote ready to be presented to the client? Then it is time to publish the quote! You will also need to republish the quote if you made changes to the event schedule that need to be updated in the quote (more on this later in the article).
1. Go to the interactive quote from the relevant event.
2. Click the "Publish" button at the top right of the screen.
You are now in the sending screen (see image below), where several options are available:
Send email to contact
Add planner message to customer environment
Add a request to sign
Publish (offer and make changes)
Send email to contact person
If you want to send an email to the contact person to offer the quote or any changes, make sure this option is checked.
If the option is not selected, the contact person will not receive an email. This is useful if you've made changes to the event that you want to apply to the quote, without notifying the contact person by email. More on this later in the article.
The link to the interactive quote and client portal is valid for 3 months.
Add planner message to client environment
You can add a message on behalf of yourself as the event planner that will be visible to the client in the client environment. This is useful for informing the client about changes, or simply to give them an extra warm welcome.
The planner message is clearly visible in the client environment (top right) as soon as the client enters the client environment, as shown in the image below.
Publish (offer, extend and make changes to quote)
The option to publish information to the client environment applies for 4 situations:
to present a quote (for the first time) in the client environment.
to make changes to the event to the quote in the client environment,
to offer an agreement in the client environment.
to add a planner message to the client environment.
Publish interactive quote
If you want to present the quote to the client, then open the quote and click the ‘publish’ button at the top right of the screen.
In the sending screen, make sure the ‘e-mail to contact’ option is enabled so that the client receives an e-mail with a link to the quotation in the customer environment.
Then click ‘send quote' in the sending screen to submit the quote.
Making changes and communicating them to the client
Changes in the event dashboard are not directly implemented in the interactive quote (that is presented in the client environment). For this, you need to republish information.
If the option below is deactivated (during publishing), the client will not be informed of changes via e-mail.
Extend interactive quote
You can extend the validity period of an interactive quote by (re)publishing it. If you do not want the client to receive a message, ensure that only the “request to sign” option is activated during publication (see image below).
Add planner message to the client environment
Switching between an event and interactive quote
It’s convenient to be able to switch quickly between the event page and the interactive proposal. Here are some tips!
Switching from the event to the interactive proposal
From within an event, open the interactive proposal by clicking the Update quote button at the bottom left.
Switching from the interactive quote to the event
If you’re viewing the interactive quote and want to return to the event, click the arrow in the top left corner of the screen. See the handy tip below as well.
💡Tip: It is useful to work with multiple browser tabs so you can switch even faster between the event and the interactive quote.
For example: in the interactive quote, right-click the arrow (to go back to the event) and choose Open link in new tab. This way, you will have the interactive quote in one tab and the event in another.
Revisions of an interactive quote
After creating an interactive quote for an event, you may sometimes make visual adjustments specific to that proposal (which differ from the chosen template). These changes apply only to the proposal itself and do not affect the event content (such as the schedule, cost overview, or variable fields).
A revision is automatically created whenever a new version of the proposal is generated, either by adding extra visual elements or by removing existing ones. This ensures a clear overview of the different revisions of the proposal at all times.
It is possible to revert the proposal to an earlier revision. In the interactive quote, click on Revisions in the top right corner.
Switch between revisions to review the content and, if necessary, restore the proposal to a previous version.
FAQ
Why am I seeing this message? "There are no templates yet. Add a quote template through your company settings first."
This message appears because there are no templates available in the language set for the client. With MICE Pro, you can specify the client language when creating or editing an event. This setting ensures, among other things, that only templates in the selected language are shown.
Why does the interactive quote sometimes look different in the PDF?
The interactive quote uses a completely different layout than a standard A4-document, as it’s designed to look good on various devices and screen sizes.
As a result, the PDF version (which uses A4 formatting) may not match the online version exactly.