Quotation process and comparison (2. Quote Request for new & existing clients) functional configuration insurance solution

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This work instruction is part of the guide Setting up your insurance solution.

Create a quotation

Novulo offers the functionality to generate quotes in the back office. When creating a quotation, a ‘draft policy’ is generated simultaneously. Then, when a customer accepts the quotation, the policy can be taken out immediately. The creation of a quote follows a workflow similar to a policy application.

1. In the main menu, navigate to the tile ‘Customers’
   

   

2. Select your client from the list, the relations page will now open

3. Under ‘More’ in the upper right corner, go to ‘Sales’ and select ‘Add opportunity’.
   

   

4. Enter the requested information in the blocks ‘Sales’ and ‘Opportunity’.
   

   
   • Customer: Automatically filled in
   • Contact person: optional
   • Try to fill in the fields as much as possible, click ‘Save’ in the upper right corner when you’re done.

5. After saving we can add a product by clicking the '+’

   • Description: linked to the product, automatically filled in after you choose a product.
   • Desciption long: optional
   • Product: select the product for which to create the quote
   • Price list item: linked to the product, automatically filled in

6. Pricing and billing

   • Fill in the fields as much as possible.
   • Pricing method kit: if available you can use ‘Calculated price’ else you can fill in a ‘Fixed price’.
   • Price per unit, Tax code, etc.
   • You can add Subproducts here as well if needed.
   • Click ‘Save’ in the upper right corner.

Now we have created our quotation. The following steps are to send out the quotation and process an approval. It is possible to add several options for your client, this will be explained after these steps.

Step 1: Check

Is the information complete for all situations?

Step 2: Accept

The quote needs to be validated

Step 3: Check quote sheet

1. Has a quote sheet been created?
2. Navigate to the ‘Products’ section on the quote page
   
   
3. Select ‘Offer’, a new tab will open
4. Data/information will be filled in automatically
5. Select ‘Generate document’ to confirm this document (a sample PDF will be created)

Step 4: Chain communication

1. In the workflow, select ‘Open mail’
2. A sample mail will be displayed. Check: the recipient, the content of the message and whether the quote has been added as an attachment
3. Return to the quote page and select ‘Send’ in the workflow

Step 5: Customer approval

1. Has the customer accepted the quote?
2. Select ‘Yes’ or ‘No’

Step 6: Register the order

1. Once the customer accepted the quote, this must be registered
2. On the quote page, navigate to the ‘Products’ section
3. Select ‘Order confirmation’, a new tab will open
   
   
4. Enter a description, for example ‘Order registration’
5. Enter a direction. For an order confirmation this is ‘Incoming’
6. Select ‘Save’
7. Select ‘Done’ in the workflow on the quote page
8. The insurance policy is now added to this client

Add multiple options

In some cases, you might want to offer multiple coverage options (different insured amounts) in a quote to the customer, allowing them to weigh the pros and cons and make a decision.

1. Follow the steps as described in the directive ‘Create a quotation’ until the start of the workflow
2. Navigate to the ‘Recommendations’ section on the quote page
3. Select your product
4. Select ‘Duplicate’
   
   
5. There are now two versions of the same quote, both of which can be found in the navigation bar on the left side of the screen
6. Select the pencil to edit the name (for example ‘Option 1’ and ‘Option 2’)
7. Now select the magnifying glass to edit the properties of both products
   
   

From here you can resume the workflow as described in the directive ‘Create a quotation’.

Changing a quotation

After sending the quote to the customer, a customer may not yet want to accept it. At this point, the quote can be edited to avoid discarding it completely.

1. The workflow is currently at step 6: Customer approval
2. Select ‘Edit (Wijzigen)’
   
   
3. The workflow now returns to step 4: Check quote sheet
4. Navigate to the ‘Products’ section on the quote page
5. Select ‘Edit products’
6. A pop-up screen will appear with the warning: ‘This will cancel the current quote’. Select ‘OK’
7. Now you can adjust the properties using the magnifying glass in the navigation bar on the left side of the screen; the quote has been edited
8. Now continue the workflow from step 4 as described in the directive ‘Create a quotation’