Espresso

Each quote consists of several tabs:

The first tab, called 'Overview' displays the most important information such as Client contact details, Client Memo field, the list of all tasks and the financial details of the project. Quotes are always editable.

Dropdown menu options:

• Quote status - Flag a quote as 'Sent', 'In progress' or 'Needs action'. These flags are displayed in the Quote list using different color flags.
• Accountmanager - You can reassign a Quote to another Accountmanager
• Projectmanager - You can assign a Quote to a Projectmanager before the Quote is confirmed. Quotes will appear on the Projectmanager's ToDo list when the Quote is confirmed.

TIP! In some configurations you can assign several Projectmanagers to one project. Use the radio button behind the Projectmanager name to mark the person who is currently in charge.

There are 6 buttons at the bottom of the Overview page

• List - returns the user to the Quote list
• Quote - displays the Quote template
• File (if activated) - saves the Quote as a Word or PDF file
• Cancel - cancels the Quote
• Convert - converts the Quote into Project
• ccQ - creates a new Quote based on the current Quote (templating)

Click on the Project tab to access the Project details.

This tab allows you to edit Quote details:

Project Description fields:

• Title - project title.
• Quote code - overrides the automatically generated Quote code.
• Ref - any reference (yours or client's) you would like to include.
• Location - allows you to transfer the ownership of a Quote to another Location (if configured).
• Framework Agreement - you can book this project on a certain Framework Agreement or leave it as a standalone project.
• Probablity - go ahead probability (used to calculate the Sales forecast)
• Contact person - select a Client Contact person for this project. Please note that selecting a Person will automatically fill in the Telephone and Email fields with the information from the Client Persons database.
• Telephone - Telephone of the Client Contact person for this project.
• E-mail - E-mail address of the Client Contact person for this project.
• Accountmanager - select the name of the Accountmanager for this project. Please note that Espresso automatically selects the name of the Client Accountmanager when creating a Quote. You can override the default setting by selecting another name.
• Quote created - Quote creation date. Sometimes you need to change it.
• Delivery date - Deadline for this project
• Project duration - Number of days, required for this project
• Delivery time - Deadline for this project
• Delivery format - delivery format description (i.e. Word, XML etc)
• Applicable tax - Select the applicable tax (VAT) rate. Espresso pre-selects Client- or Country- specific tax rates but you can always override this pre-selection.
• Remarks - displays Client Management field content
• Specialization(s) - Expertise area for this projects. Adding this information makes this project appear in Specialization reports. Specialization is also a part of the EN 15038 requirement for Proofreaders.
• Note (client) - any Project-specific text you would like to appear on your Quote.
• Note (internal) - any Project specific text for internal use
• Archive - can be used to store the path to the project files

IMPORTANT!You can choose either 1) deadline or 2) project duration. Espresso will use Project Deadline if Project Duration is set to 0 (zero). Espresso will recalculate deadline at the moment of conversion (go-ahead for the Quote) based on the current date and the project duration if Project Duration is numeric and set to something else than 0 (zero).

Click Tasks to access the Task management tab.

This tab allows you to edit, add, delete and reorder Tasks within a Quote.

To add a new Task

Add tasks by selecting the Task Type and adding financial details per task (see 4. Sales for details).

IMPORTANT!All Surcharge or Discount tasks should be added at the very end as their calculations are based on the total amount of tasks already added.
IMPORTANT! Non-TRADOS Translation tasks are marked with a with a blue border. TRADOS Translation tasks are marked with a red border.IMPORTANT! You can always update Translation and Sworn Translation tasks with the new TRADOS log.

To add an existing Task: 

• Change any numbers and click the "<-" button next to it to save changes.
• Click the  TRADOS icon to view or edit the TM breakdown or upload a new log instead of already registered log.

To delete an existing Task:

• Click the Delete icon and confirm your decision by clicking ''OK

To reorder the tasks:

• Use the arrow icons to reorder the tasks

Click Documents to access the Documents tab

The Documents tab displays the EN 15038 Checklist of items that should be completed before you issue a Quote and provides links to various linked documents. The Checklist is not mandatory. 

Attached documents:

• Quote for download - provides a link to a Quote template (format depends on your installation).
• Envelope - provides a quick link to create a Quote e-mail using standard texts (See Settings->Texts)
• Attached documents - you can attach any document to your Quote. These documents are uploaded to the Espresso server (the exact directory structure depends on you installation). All linked documents can be downloaded from the Espresso server: right click on the link and select 'Save as ...' to save a copy locally.

Click Log to access the Log tab

The Log tab provides an overview of all Quote-related actions. Each action is logged with the date, time and intials of the user. Users cannot change log records.