Quote a rental and turn it into an order

Quoting

Quoting lets you price a rental over the phone and turn it into an order in one click, no re-typing what you already quoted. If Create invoices is on in QuickBooks settings, accepting the quote can also create a QuickBooks invoice. It is an add-on module, off by default, on a free 7-day trial for any workspace, then a paid upgrade to keep using it. Alliance Medical Supply and Rental has it on for free.

Turn it on

Go to Quotes and click Start free 7-day trial (admin only). Everything you set up during the trial is kept if the trial ends, you are just prompted to upgrade to keep quoting.

Set your price book

Open Price book from the Quotes page and set a daily, weekly, and monthly rate for any product you quote. You do not need all three, a product with only a monthly rate still prices correctly for a longer rental.

If QuickBooks is connected, click Draft from QuickBooks and TrackDME fills in a suggested rate for every product with enough of a track record, using your invoice history and, for products you have tracked through fulfillment, the actual rental length of past orders. Where a rate still cannot be worked out from your history, TrackDME estimates it from whatever rates it did find (shown in a different color so you know it is a guess, not history). A suggestion never overwrites a rate you already entered by hand, and every field stays editable. Click Save all once to keep everything you like, no need to click into every row.

Delivery zones

Add a delivery zone with a flat fee and, optionally, the ZIP codes it covers. When you start a quote for a customer whose address matches a zone's ZIP codes, that zone is suggested automatically, you can always pick a different one.

Build a quote

1. From Quotes, click New quote.
2. Pick the checkout and return dates first, pricing is calculated from that span.
3. Choose or create a customer, add products, and a delivery zone if one applies.
4. Each product's price starts from the price book, but the price field is always editable, type over it to charge whatever you agreed to.
5. Watch the total update live as you go, then save the quote.

A quote is good for 14 days.

Accept a quote

Click Accept on a quote to turn it into an order. TrackDME creates a Pending payment order at the exact prices on the quote, the same order type as taking an order by phone. If Create invoices is on and the customer and selected products have QuickBooks records, TrackDME also creates a real invoice at those same prices, with the delivery fee as its own line where possible. If invoice creation is off, skipped, or fails for any reason, the order still saves and explains why on its page, nothing is ever lost to a QuickBooks error.

Next steps

See Fulfill orders from QuickBooks invoices for what happens after a quote becomes an order, or Connect QuickBooks if you have not linked QuickBooks yet.