Quote lines determine what the customer sees on the quote. You add them one by one to the package. There are three types of lines: fixed, calculated and optional.
Step 1 - Opening a package
Go to Settings > Way of working > Packages. Click the package you want to edit.
Step 2 - Adding quote lines
There are three types of quote lines:
Fixed lines
A fixed amount that always appears on the quote.
Examples: - Administration costs: EUR 45.00
You enter an amount, and that amount appears on the quote. Simple.
Calculated lines
A line where the system calculates the amount based on data from the survey.
Examples: - Removal costs = cubic metres x rate per cubic metre - Travel costs = distance x rate per km - Labour hours = number of hours x rate per hour
During the survey you enter the inventory, the system calculates the volume in cubic metres, and the calculated line multiplies that by your rate. This is the heart of the quote.
Note: The rate calculation is the part that generates the most discussion. Experienced surveyors calculate volumes differently from the system. That's normal. Take the time together with your onboarding specialist to calibrate the calculation using a real move. Enter a move you've recently carried out and check whether the price matches.
Optional lines
Lines that appear on the quote, but that can be switched on or off. The customer can choose (if you have an interactive quote) or you choose when drawing it up.
Examples: - Box service: optional, EUR 150.00 - Packing service: optional, calculated based on volume - Furniture hoist: optional, fixed amount
Tip: Do you have a service that applies to 70% or more of your jobs? Set it to on by default in the optional lines. Then you only need to switch it off for the 30% where it's not needed.
Step 3 - Filling in each line
For each quote line, you fill in:
Field | What you fill in |
Name | The description as the customer sees it (e.g. "Removal costs") |
Type | Fixed, calculated or optional |
Amount/rate | The amount or the rate for the calculation |
Revenue group | The revenue group this line falls under |
VAT | The VAT percentage (usually 21%) |
Step 4 - Turning on "Ignore zero lines"
This is a setting you turn on for every package: Ignore lines with quantities of zero.
What does it do?
If this setting is turned on, lines with an amount or quantity of zero won't appear on the quote or invoice. Your package then works like a menu card: anything you don't fill in simply doesn't appear.
Why is this useful?
Without this setting, you'd have to manually delete lines that don't apply for every quote. Say your package has 10 lines but only 5 are relevant for a specific job. Then you'd need to delete 5 lines.
With "ignore zero lines" you only need to fill in the 5 relevant lines - the rest disappears automatically.
Note: Always set this setting to YES. If you forget this, empty lines with EUR 0.00 will appear on your invoice PDF. That doesn't look professional and leads to confusion for customers.
Tip: Turn this on for every package. It saves you time on every quote and prevents mistakes.
Setting up the invoice basis
For each package, you choose an invoice basis. This determines how the invoice is drawn up.
Invoice basis | What it means | When you use this |
Your quote | The invoice matches the quote | Private customers, fixed price |
Your basis (actual costing) | The invoice is drawn up based on the actual hours worked | Business customers on an hourly basis |
With "Your basis" you invoice afterwards based on the actual hours logged in the employee app. The quote is then only an estimate.
Repeat lines on quote lines
For a quote line, you can turn on the blue tick (repeat line). The line is then repeated per day worked, with automatic date entries on the quote.
This is especially useful for multi-day jobs on an hourly basis. Instead of a total amount, the customer sees exactly what's budgeted per day.
Tip: Combine the repeat line with actual costing on the invoice lines. Then the customer sees a breakdown per day on the quote, and the actual hours per day on the invoice.
Setting up rates
You determine your rates based on your own pricing. A few rules of thumb:
Cubic metre pricing (private)
Work with a rule-of-thumb price per cubic metre and calibrate it for both easy and difficult moves. Calibrate this by entering existing moves into the system and checking whether the price is correct.
Hourly rates (business)
Check your framework agreement or arrangements with the client. Do you work with seasonal rates? Then set the correct rate for each period.
Indexing
If you increase your rates annually, let your onboarding specialist know. Bas can apply a percentage increase in bulk per package (e.g. +2%) across all lines at once. So you don't need to adjust each line individually.
Giving a discount
Do you want to give a customer a discount on a quote line? Add an extra line with a negative amount (use the minus sign). For example: "Discount" with amount -50.00. This amount is deducted from the total on the quote.
Splitting packages for revenue insight
If your company offers different services (e.g. removals, equipment rental, and export moves), consider separate packages per service. By splitting them, you can see exactly how much revenue each branch generates.
Example: - Package: Rental - only lines for vehicle and equipment rental - Package: Export - lines for export moves with customs documents - Package: Private - standard domestic move
Note: There's no copy function for packages. If you want to create a new package based on an existing one, you'll need to re-enter all the lines manually.
Tips
Always turn on "ignore zero lines". Your package then works like a menu card and you won't need to delete empty lines.
Test with a real scenario. After setting up, create a test quote based on a move you've recently carried out. Is the price correct? Are the lines correct? Is the VAT correct?
Keep your rate list separately. Maintain a document with all your rates. This is useful when setting up and for future adjustments.
Use negative amounts for discounts. You can add a separate line with a negative amount to give a discount.
Please note
Incorrect VAT is the most common mistake. Check for each package whether the VAT setting (inclusive/exclusive) matches the customer type.
A missing revenue group means revenue won't end up in your accounts. Check every line.
Not testing before going live leads to surprises with your first real quote.
Next step: Setting up invoice lines