Module 01
Creating a Quote
Learn how to build, price, and send a professional quote using the Alexara document system. Quotes are the starting point for almost every deal.
What is a Quote?
A Quote (document ID: QT-XXXX) is a formal pricing document sent to a prospect or client before they commit to an order. It outlines what you are selling, how much it costs, and any applicable taxes. Once accepted, a quote converts directly into a Sales Order — there is no need to re-enter any data.
Where to find it: From the dashboard, open the Documents view. Click the blue "New Document" button in the top right. Select "Quote" from the document type dropdown.
Step-by-Step: Building a Quote
1
Set Document Type and Date
At the top of the form, confirm the document type is set to Quote. The document number is auto-generated (QT-0001, QT-0002, etc.) — you never type this yourself. Set the document date — this defaults to today but can be adjusted. The status starts as Draft.
2
Select the Client
Type a name into the Client / Company field. The CRM autocomplete will suggest matching prospects and clients from your contact list. Click the correct contact to auto-fill their email, company name, and address (including province or state). If it is a new contact, type their details manually.
Why the address matters: The system reads the province or state to automatically calculate and apply the correct tax rate. Always make sure the address is filled in accurately.
Why the address matters: The system reads the province or state to automatically calculate and apply the correct tax rate. Always make sure the address is filled in accurately.
3
Add Line Items Using Templates
Click Add Item to open the template selector. Choose the template that matches the product or service you are quoting. There are five templates — each one builds the correct row structure automatically so you never miss a field.
4
Fill In the Line Item Details
Each template opens a parent row (the main product line) and one or more child rows for additional details. Fill in all the relevant fields — the system calculates the margin percentage and line totals in real time as you type. Repeat this step for every product or service on the quote.
5
Review the Totals Section
Below the line items, the system shows a running Subtotal, the auto-applied Tax (based on the client's province/state), and the final Total. Check these figures before saving. If the tax looks wrong, verify the client's address is correct.
6
Add Notes (Optional)
There is a Notes field at the bottom of the form. Use it to add any special instructions, terms, delivery timelines, or context that should appear on the quote document the client receives.
7
Save the Quote
Click Save. The quote is now stored in the Documents list with status Draft. It has not been sent to the client yet. You can come back and edit it at any time while it is still in Draft status.
8
Preview, Send, and Track
Open the saved quote to see the preview toolbar. From here you can edit, duplicate, download a PDF, or send the quote. Clicking Send generates a PDF, opens your email client pre-addressed to the client, and automatically updates the quote status to Sent. Once the client confirms, click the status dropdown on the quote and update it to Accepted.
The Five Line Item Templates
BM Branded Merchandise
- Parent row: Sell Price · Unit Cost · Margin %
- Product row: SKU · Supplier · Colour · Size · Qty
- Decoration row: Decoration type and details
- Margin % calculates live as you type
DM Digital Marketing
- Service name and description
- Monthly retainer or project fee
- Duration or deliverables notes
PS Print & Signage
- Item type (banner, flyer, vehicle wrap, etc.)
- Quantity · Size · Material
- Finishing and turnaround notes
EV Event Services
- Event name and date
- Services included (setup, AV, staffing, etc.)
- Total hours or flat fee
DS Design Services
- Project type (logo, brand kit, social assets, etc.)
- Number of concepts and revision rounds
- Flat fee or hourly rate
Branded Merchandise note: Always fill in the Supplier field — this is critical for generating Purchase Orders later. The system includes 15 approved suppliers (PCNA, Trimark, SCN, Goldstar, Gemline, S&S, Sanmar, Sportex, Primeline, HIT Promo, Helly Hansen, Ariel, Starline, Wasip, Latoplast). If the supplier is not listed, use the closest match and note it in the Notes field.
Quote Statuses
Draft
Sent
Accepted
Declined
Update the status manually as the deal progresses. Sending via the Send button automatically moves the quote to Sent. If a client declines, mark it as Declined so it shows correctly in your pipeline reporting.
Preview Toolbar Actions
Convert to Order — when the client accepts, click this button. The system creates a new Sales Order pre-filled with all line items from the quote. You do not re-enter anything. The original quote is preserved as a reference.
Supplier Reference
15 Approved Suppliers: PCNA · Trimark · SCN · Goldstar · Gemline · S&S Activewear · Sanmar · Sportex · Primeline · HIT Promo · Helly Hansen · Ariel · Starline · Wasip · Latoplast
Practice Scenarios — Read each situation and choose the best action. Answers reveal explanations so you understand the reasoning.
1. You have just finished a call with a prospect in Ontario who wants 200 branded hoodies. They have asked for a quote. What is the first thing you enter after opening the New Document form?
2. You are building a quote for a branded merchandise order and notice the Margin % field is blank even though you have entered the Sell Price. What should you do?
3. The client emails back saying they accept the quote. What is the correct sequence of actions in the system?
4. You are quoting event services for a client in Alberta. You save the document and notice the tax amount looks too high — it seems to be charging Ontario HST. What is the most likely cause?
Module 1 Quiz — 5 questions. You need 4 correct to pass and mark this module complete.
1. What does the system automatically do when you click the Send button on a quote?
Clicking Send generates a PDF, opens your email client with the client's address pre-filled, and automatically moves the quote to Sent status.
2. Which template should you use when quoting a run of branded T-shirts with screen printing?
Branded Merchandise (BM) is the correct template for physical promo products. It includes sub-rows for SKU, supplier, colour, size, quantity, and decoration method.
3. Why is it important to select the client from the CRM autocomplete rather than typing their details manually?
Selecting from CRM autocomplete pulls in all contact data including the province/state, which the system uses to auto-apply the correct tax rate. Wrong or missing address = wrong tax.
4. A prospect declines your quote by email. What should you do in the system?
Always update the status to Declined. This keeps your pipeline accurate and ensures the document history is correct for future reference.
5. How is the document number on a new quote determined?
Document numbers are auto-generated sequentially. You never type or choose the number yourself.
Module 02
Creating a Sales Order
A Sales Order is the confirmed commitment to deliver. It triggers your production workflow, auto-upgrades prospects to clients, and feeds into invoicing and purchasing.
What is a Sales Order?
A Sales Order (document ID: ORD-XXXX) is created when a client has confirmed they want to proceed. It is the authorisation to begin production or service delivery. Orders are linked to invoicing and purchasing — everything flows from this document.
Two Ways to Create an Order
Convert from a Quote
The fastest method. Open an Accepted quote, click Convert to Order in the preview toolbar. All line items, client info, and pricing carry over automatically. No re-entry required.
Create Directly
Click New Document and select Order. Use this when a client skips the quote stage and commits verbally or via PO. Fill in all fields the same way as a quote.
Step-by-Step: Building a Sales Order
1
Set Document Type to Order
If creating from scratch, set the document type to Order. The document number auto-generates as ORD-XXXX. The date defaults to today — adjust if needed. Status starts as Draft.
2
Select the Client
Same as quotes — use the CRM autocomplete to pull in the client's details. If converting from a quote, this is already filled. Make sure the address and province are correct so tax applies properly.
3
Add or Review Line Items
Add line items using the same five templates as quotes. If converted from a quote, all items are pre-loaded — review them but do not need to re-enter anything. For Branded Merchandise, confirm the Supplier is filled in — this is needed for generating the Purchase Order later.
4
Save — Auto Client Promotion Triggers
When you save the first order for a contact who is currently a Prospect in the CRM, the system automatically promotes them to Client. This happens instantly in the background. You do not need to manually update the CRM stage — it is done for you.
5
Send Order Confirmation
Open the saved order preview and click Send. This generates a PDF order confirmation, opens your email client pre-addressed to the client, and sets the order status to Sent. Some clients require this as their internal purchase confirmation.
6
Update Status as the Order Progresses
Use the status dropdown to track the order through its lifecycle. Update manually as milestones are hit — approval received, items in production, order fulfilled, etc.
7
Convert to Invoice or Generate Purchase Order
From the order preview toolbar, you have two powerful conversion actions:
Convert to Invoice: Creates a billing document (INV-XXXX) pre-filled from this order. Used to bill the client when the order is complete or at agreed billing milestones.
Generate PO: Creates a Purchase Order (PO-XXXX) from the order's line items, pre-addressed to the supplier. Used to place the order with your vendor.
Convert to Invoice: Creates a billing document (INV-XXXX) pre-filled from this order. Used to bill the client when the order is complete or at agreed billing milestones.
Generate PO: Creates a Purchase Order (PO-XXXX) from the order's line items, pre-addressed to the supplier. Used to place the order with your vendor.
Auto Client Promotion: The first Sales Order saved for any Prospect automatically changes their CRM stage to Client. This keeps your CRM accurate without extra manual steps — the system handles it the moment you hit Save.
Sales Order Statuses
Draft
Sent
Approved
In Production
Fulfilled
Cancelled
Move the status forward as the order progresses. Keeping statuses current is critical — your manager and account team use these to track what is in the pipeline and what is being produced.
Preview Toolbar Actions
These actions are only available on Orders — not Quotes. Convert to Invoice and Generate PO are the two key downstream actions that connect your order to billing and purchasing.
The Full Document Workflow
Quote (QT)
→
Accepted
→
Order (ORD)
→
Invoice (INV)
Order (ORD)
→
Generate PO (PO)
→
Send to Supplier
Important: When creating a Purchase Order for a Branded Merchandise line item, the Supplier field on the BM template must be filled in. If it is blank, the PO will not have an addressed recipient. Always check this before clicking Generate PO.
Key Differences: Quote vs. Order
| Feature | Quote (QT) | Order (ORD) |
|---|---|---|
| Purpose | Pricing proposal | Confirmed commitment |
| CRM promotion | No | Yes — Prospect → Client on first save |
| Convert to Invoice | No | Yes |
| Generate PO | No | Yes |
| Statuses | Draft / Sent / Accepted / Declined | Draft / Sent / Approved / In Production / Fulfilled / Cancelled |
Practice Scenarios — Choose the best response for each situation.
1. A client verbally confirms an order over the phone without going through a formal quote process. How should you create the Sales Order?
2. You save a Sales Order for a contact who is currently listed as a Prospect in the CRM. What happens automatically?
3. An order for 500 custom hats has been produced and is ready to ship. What status should the order be in at this point?
4. You need to bill a client for an order that is now complete. What is the correct action?
Module 2 Quiz — 5 questions. You need 4 correct to pass.
1. When a prospect's first Sales Order is saved, what CRM change occurs automatically?
Saving the first order for a Prospect automatically triggers a stage upgrade to Client in the CRM. This is handled by the system — no manual action needed.
2. Which action creates a Purchase Order from a Sales Order?
Generate PO is available in the Sales Order preview toolbar. It creates a PO pre-filled with the order's line items and addressed to the supplier.
3. An order has been submitted to the supplier and goods are being manufactured. What status reflects this?
In Production is the correct status when the supplier has received the PO and items are being made. Move to Fulfilled once delivered.
4. What is the main reason to ensure the Supplier field is filled in on a Branded Merchandise line item before clicking Generate PO?
The Generate PO function uses the Supplier field to address the purchase order. If blank, the PO has no vendor recipient — always verify it before generating.
5. A client's order has been fully delivered and payment is needed. What is the correct workflow from this point?
Convert to Invoice creates a billing document pre-filled from the order. Send this to the client for payment — the original order data is preserved and linked.
Module 03
Proposal Builder
The Proposal Builder lets you create a visual, branded proposal and share a unique web link with prospects — they can review products, select what they want, and request a quote directly.
What is the Proposal Builder?
The Proposal Builder is a three-tab system inside the Alexara dashboard that lets you build a professional visual proposal, share it as a web link, and have the client select the products they want. When they submit, it fires a quote request directly to your inbox. It is separate from the Quote and Order system — think of it as a pre-quote sales tool.
The Three Tabs
Builder
Search your product catalogue. Filter by service category. Stage the products you want to include. Set quantities.
Presentation
Set the client name, date, opportunity name, and intro message. See product cards with pricing. Add a signature. Send the proposal web link.
Saved
View all previously saved proposals. Open, resend, or duplicate any past proposal.
Step-by-Step: Creating a Proposal
1
Open the Proposal Builder
From the dashboard, navigate to the Proposals view. The system opens on the Builder tab. This is where you search and select products.
2
Search and Filter Products
Use the search bar to find products by name. Use the category filter tags (Merchandise, Digital, Print, Events, Design) to narrow by service type. The product grid updates in real time as you search.
3
Stage Products to the Proposal
Click any product card to add it to your staged items panel on the right side of the Builder tab. Set the quantity for each staged item. You can add as many products as needed — mix and match across service categories if relevant to the client.
4
Switch to the Presentation Tab
Click the Presentation tab. The staged products now appear as product cards in the visual proposal layout. This is the view the client will see when they open the web link.
5
Set the Proposal Header Details
Fill in:
Client: Type the client name — this appears prominently in the proposal header.
Date: The date of the proposal (defaults to today).
Opportunity: A short name for this deal (e.g. "Spring 2025 Merch Run" or "Website Redesign Proposal").
Intro: A personalised message that appears at the top of the proposal before the product cards. This is your chance to speak directly to the prospect.
Client: Type the client name — this appears prominently in the proposal header.
Date: The date of the proposal (defaults to today).
Opportunity: A short name for this deal (e.g. "Spring 2025 Merch Run" or "Website Redesign Proposal").
Intro: A personalised message that appears at the top of the proposal before the product cards. This is your chance to speak directly to the prospect.
6
Review the Product Cards and Grand Total
Each staged product appears as a card showing the product image, name, description, and price. A Grand Total at the bottom sums all product pricing. Review these carefully before sending — the client will see exactly this.
7
Save and Send
Click Save to store the proposal. Then click Send Email. The system generates a branded email containing a unique web link to your proposal. Your email client opens pre-addressed to the client. The link works as a live web page — the client does not need to download anything.
8
What the Client Experiences
The client clicks the link and sees your branded proposal in their browser. They can check the products they are interested in and click Request Quote. This fires an email to sales@alexara.ca with their selections — you receive it and follow up with a formal Quote document.
Proposal vs. Quote — what is the difference?
A Proposal is a visual exploration tool to get a client excited and confirm interest. A Quote is a formal priced document you send once the client has said "yes, I want those items — tell me the exact cost." Use proposals early in the sales conversation; use quotes when you are ready to close.
A Proposal is a visual exploration tool to get a client excited and confirm interest. A Quote is a formal priced document you send once the client has said "yes, I want those items — tell me the exact cost." Use proposals early in the sales conversation; use quotes when you are ready to close.
Saved Tab
All saved proposals appear in the Saved tab. Click any proposal to reopen it in the Presentation tab. You can resend the web link, duplicate the proposal to use as a template for a similar client, or download a PDF version for in-person meetings.
Full Proposal Workflow
Builder: select products
→
Presentation: fill header
→
Send web link
→
Client selects items
→
Request Quote → sales@alexara.ca
→
Create Quote in Documents
Tips for an Effective Proposal
A
Keep it focused
Include 3–7 products maximum. Too many choices overwhelm the prospect and dilute the impact of each item. Curate the selection to what is most relevant to their business and goals.
B
Write a personal intro
The intro field is prime real estate. Reference something specific from your conversation — a goal they mentioned, an event they are planning, a problem you are solving. Generic intros get ignored.
C
Follow up within 48 hours
After sending a proposal, log a follow-up task in the CRM. If the prospect clicks the link but does not submit a quote request, proactively reach out — mention specific products from the proposal to show you are invested in finding the right fit.
Note: The Proposal Builder does not create a Quote or Order automatically. When a client submits a Request Quote from the proposal web link, you receive an email at sales@alexara.ca. You then go to Documents, create a formal Quote, and proceed from there. The proposal is the top-of-funnel tool — the documents system handles the close.
Practice Scenarios — Choose the best response for each situation.
1. A new prospect has shown interest after a cold call. They want to see "some ideas" before committing to anything. What is the best next step?
2. A prospect clicks your proposal link and submits a Request Quote for two of the five products you included. What happens next?
3. You sent a proposal last week to a prospect in the food industry for branded packaging and event merchandise. They have not responded. You want to resend it. Where do you find it?
4. You are in the Builder tab and want to include only Digital Marketing products in this proposal. What is the fastest way to filter the product grid?
Module 3 Quiz — 5 questions. You need 4 correct to pass.
1. What does the client receive when you click "Send Email" in the Presentation tab?
Clicking Send Email generates a branded email with a unique web link. The client clicks it to view the interactive proposal in their browser — no download needed.
2. Where do you go to find and resend a proposal you created two weeks ago?
All saved proposals are stored in the Saved tab within the Proposal Builder. Click any saved proposal to reopen it and resend the link.
3. What happens when a prospect clicks "Request Quote" on the proposal web page?
Request Quote fires an email to sales@alexara.ca listing the prospect's chosen items. You receive it and manually create a Quote in the Documents system based on their selections.
4. What is the Opportunity field in the Presentation tab used for?
The Opportunity field is a short name that identifies this proposal — it appears in the proposal header and in the Saved tab to help you distinguish between multiple proposals.
5. What is the correct relationship between the Proposal Builder and the Documents system?
The Proposal Builder is a pre-quote discovery tool. It gets the prospect excited and confirms their interest. The actual pricing and deal are handled through the Documents system (Quote → Order → Invoice).