Quote Preferences & Settings

Quote Preferences let you customise the content that appears on your quotes—payment terms, warranties, licences, and more. These settings ensure your quotes are professional and contain all the information your customers need.

Accessing Quote Preferences

1. Go to Settings in the portal sidebar
2. Click Quote Preferences
3. Use the tabs to navigate between different settings

Payment Terms

Payment terms define your deposit requirements and payment conditions for different work types.

Setting Up Payment Terms

1. Select the Payment Terms tab
2. Choose the work type: Repair or Install
3. Select the client type: Standard, Real Estate, or Construction
4. Set the Deposit % (required, cannot be zero)
5. Enter your payment terms text

Client Types Explained

• Standard – Default terms for regular residential/commercial customers
• Real Estate – Adjusted terms for property managers and agents
• Construction – Terms for builders and construction projects

Example Payment Terms

10% deposit on acceptance of quote  
90% due on day of installation

Warranty Terms

Define your warranty coverage for repair and installation work.

Setting Up Warranty Terms

1. Select the Warranty Terms tab
2. Choose Repair or Install
3. Enter your warranty text

Tips for Warranty Terms

• Specify the warranty duration (e.g., "24 months")
• Clarify what's covered and what's not
• Include any conditions (e.g., "regular servicing required")
• Mention manufacturer warranties separately

Example Warranty Terms

Labour Warranty: 24 months from date of installation

Parts Warranty: As per manufacturer's warranty (typically 5 years)

Warranty does not cover:
- Damage from power surges
- Damage from external factors (storms, floods)
- Issues caused by incorrect use

Repair Exclusions

Specify what's not included in your repair quotes to set clear expectations.

Setting Up Repair Exclusions

1. Select the Repair Exclusions tab
2. Enter Repair Notes – General information about your repair process
3. Enter Exclusions – Specific items not covered

These appear on Repair Parts and Repair Leak quote types.

Example Exclusions

Repair Notes:

Our repair service includes diagnosis, parts replacement, 
and testing. Labour is charged at our standard hourly rate.
Parts are quoted separately.

Exclusions:

The following are not included in this repair quote:
- Electrical work requiring a licensed electrician
- Structural modifications
- Ductwork cleaning or replacement
- Refrigerant top-ups beyond initial repair
- Access equipment (scaffolding, lifts)

Licences & Insurance

Display your business credentials on quotes to build customer trust.

Adding a Licence or Insurance

1. Select the Licences & Insurance tab
2. Click Add Licence/Insurance
3. Enter a Label (e.g., "ARC Licence", "Public Liability Insurance")
4. Optionally add an Expiry Date to track renewals
5. Enter the Content with your details
6. Click Save

Recommended Items

Example Licence Content

Legal Name: Your Business Pty Ltd
ARC Licence Number: AU12345
Licence Type: Full
Expiry Date: 30 June 2027

Deposit Payment Methods

Configure how customers can pay their deposit (for non-Stripe payments).

Setting Up Payment Methods

1. Select the Deposit Payment Methods tab
2. Enter Bank Transfer Details – Your bank account information
3. Enter Cash Payment Details – Instructions for cash payments

Note: Leave a field empty to hide that payment option from customers.

Example Bank Transfer Details

Bank: Commonwealth Bank
Account Name: Your Business Pty Ltd
BSB: 062-000
Account Number: 1234 5678

Please include your Quote Number in the payment reference.
Email remittance to accounts@yourbusiness.com.au

Example Cash Payment Details

Cash payments accepted at our office:
123 Main Street, Sydney NSW 2000

Office Hours: Monday-Friday 8am-4pm

Please bring your quote number for reference.

Terms & Conditions

Require customers to accept your T&Cs before approving a quote online.

Setting Up Terms & Conditions

1. Select the Terms & Conditions tab
2. Toggle Require customers to accept Terms & Conditions
3. Enter the URL to your full T&Cs page
4. Customise the acceptance text

Using the Placeholder

Your acceptance text must include {{terms and conditions}} – this becomes a clickable link to your T&Cs URL.

Example:

I have read and agree to the {{terms and conditions}} provided by Your Business Pty Ltd.

This displays as: "☐ I have read and agree to the terms and conditions provided by Your Business Pty Ltd."

Business Callouts

Display "Why Choose Us" trust points on your public quote pages. For detailed setup instructions, see Business Callouts (Why Choose Us) →.

Quick Setup

1. Select the Business Callouts tab
2. Toggle Show on quote pages
3. Customise the heading (default: "Why Choose Us")
4. Add 2-6 callout points

Example Callouts

• Licensed & Fully Insured
• 4.9★ Google Rating
• Same-Day Service Available
• 10+ Years Experience

Saving Your Changes

Changes are not saved automatically. After making edits:

1. Click Save Changes at the bottom of the page
2. Wait for the "Changes saved successfully" confirmation
3. The button is disabled if no changes have been made

Note: The Save button will be disabled if there are validation errors (e.g., deposit percentage is zero, T&C URL is invalid).

How Settings Appear on Quotes

Your quote preferences appear in different places depending on the setting:

Note: "AC quotes" refers to Split, Ducted, Multi, VRV, and Repair system types. Itemised quotes have a different structure.

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Related Articles:

• Business Callouts (Why Choose Us) → – Detailed callouts guide
• Quoting Basics → – Creating and sending quotes
• Understanding Deposits → – How deposits work

Need help with quote preferences? Email us at support@cooledge.com.au