1. Equipment Rental
  2. Rental Management
  3. Rental processes
  4. Projects
  5. Project rental quotation

Create and send project rental quotation

You can add rental, service, or sales items to a project rental quotation.

On-rent and expected off-rent dates are required. These dates do not affect pricing or invoicing for sales or service items.

The quotation links to a project. If converted, rental order revenues transfer to the project.

You can create a quotation from these pages:

  • All rental quotations
  • Project rental quotations
  • All customers
  • All prospects
  • All projects
  • All opportunities

This flow explains how to create, revise, cancel, lose, or win a quotation, and how to transfer it to a rental order.

You can include details for rental items and services. Quotations can be created for customers and prospects.

Project quotations differ from sales quotations. In project quotations, link the project, define planned work in a work breakdown structure (WBS), and estimate costs.

After confirming the quotation, you can transfer planned costs to the project to define the budget.

Using WBS, you can:

  • Create phases and hour forecasts.
  • Cover expenses in quote and order phases.
  • Include sales and rental item transactions.

You can track quotation status: cancel, lose, confirm, or transfer to project.

At least one rental agreement must exist. This agreement defines rental prices, items, and services for the quotation.

An invoice profile is required for pricing and invoicing rental items. It is not used for sales or service items.


Project manager Project manager Sales clerk Sales clerk Start Start Create Project rental quotation Create Project rental quotation You can create a project rental quotation from either the Rental order management module or directly from the project. Available options: Go to Rental order management > Project rental quotations > New. Create from the project. This activity describes how to create the quotation from the project. Procedure 1. Go to Project management and accounting > Projects > All projects. 2. In the list, find and select the desired project. 3. On the Action Pane, click Manage. 4. Click Project rental quotation. 5. Click OK. Create WBS Create WBS Go to Rental order management > Common > Project rental quotation > Lines > Maintain > Work breakdown structure to create the WBS during the quotation stage. You can import a predefined template using the Import button or define a new WBS for the current quotation. The system prompts whether to use the customer’s rate card or the default template rates. Select Yes to override the customer's sales prices. In the Scheduling view, adjust planned hours, categories, roles, and resources. You can add new activities and position them using the Outdent, Indent, Move Up, and Move Down buttons. In the Cost estimates view, define detailed costs per activity. You can update the cost and sales prices by category for each WBS line. Procedure 1. On the Action Pane, click Project quotation. 2. Click Work breakdown structure. 3. Click Import. 4. In the Name field, enter or select a value. 5. Click OK. 6. Click No. 7. Click Expand to. 8. Click Expand all. 9. In the View field, select an option. Send quotation for internal approval Send quotation for internal approval This step is triggered automatically when workflow is enabled. Is WBS  needed? Is WBS  needed? Is an internal  review required? Is an internal  review required? Send quotation to customer for approval Send quotation to customer for approval You can send a project rental quotation to the customer for approval. When the quotation is ready, to post the quotation journal, click Quotation. Print the quotation if needed. After posting, the system creates a project rental quotation journal. Procedure 1. Go to Rental order management > Project rental quotations > Project rental quotations. 2. In the list find and selected the desired rental project quotation. 3. On the Action Pane, click Quote. 4. Click Quotation. 5. Click OK. Received  feedback Received  feedback Are any  corrections  required? Are any  corrections  required? Is rental  quotation confirmed? Is rental  quotation confirmed? Define sales price Define sales price Define sales prices for project categories used in quotations. Go to: Rental Management > Common > Project rental quotation > Project rental quotations > Lines > Quote action pane > Sales price group. Sales price for hours: Define prices per project, customer, role, category, or worker. Include effective dates. Sales price for expenses: Define prices per project, customer, category, or resource. Include effective dates. Sales price for fees: Define prices per project, customer, category, or resource. Include effective dates. Add a project rental quotation line Add a project rental quotation line You can add one or several rental, sales, or service items to a project rental quotation. The quotation can include lines of different types: Item Hour Expense Fee To add a rental line, click the Add line button and complete the required fields: FieldDescription Transaction typeSelect: Item, Hour, Expense, or Fee. Item numberSelect the item number for the sales item. Rental transaction typeSelect Sales or Rental. QuantityEnter the number of items. UnitEnter the unit of measure. Gross priceEnter the gross price. InsuranceEnter the insurance percentage. TransportEnter the delivery transport cost. Return transportEnter the return transport cost. Unit priceEnter the total unit price. AmountEnter the total amount. Project categorySelect a project category. Line propertiesEnter the line properties for posting. This process explains how to add lines with sales or service items to a project rental quotation. Procedure 1. Go to Rental order management > Project rental quotations > Project rental quotations. 2. In the list find and selected the desired project rental quotation. 3. Click Add line. 4. In the Transaction type field, select 'Item'. 5. In the Rental transaction type field, select 'Rental'. 6. In the Item number field, enter or select a value. In the switch View field, select 'Sales'. 7. Click Save. Generate line form WBS Generate line form WBS You can generate project rental quotation lines from the work breakdown structure. This avoids manually adding each line. Select the Create quotation lines from WBS button to import the WBS lines into the project rental quotation. Procedure 1. Click Generate. 2. Click Create quotation lines from WBS. Manage Prospects

Manage prospects

Prospects are qualified leads. They are interested and are working toward a decision.

You have spoken to them and understand their needs. They are open to continued discussion.

They fit the buyer profile, and your offer meets their needs.

Some prospects need more time or internal approvals. This can make the prospect stage the longest part of the sales cycle.

 Revise project rental quotation

Revise project rental quotation

You can revise a project rental quotation. Reasons include customer changes or corrections to the existing quotation.

This process explains how to revise a project rental quotation.

 Convert project rental quotation

Convert project rental quotation

The customer can accept or reject the project rental quotation. To record the customer’s response, mark the quotation as Confirmed, Lost, or Canceled.

This flow explains how to mark the project rental quotation with one of these statuses. After you confirm, lose, or cancel the quotation, you can no longer change it.

 Transfer project rental quotation to rental order

Transfer project rental quotation to rental order

When the quotation is confirmed, transfer it to a project and use a wizard to create a rental order.

You can perform the following actions during the wizard:

  • Create a new project or select an existing one.
  • Transfer quotation lines to a project forecast.
  • Transfer project rental quotation lines to a rental order.

The wizard auto-fills the project ID if the quotation was created from a project or if a project number was added during creation.

If several quotations are linked to the same project ID, the wizard adds their lines to the same rental order.

If used, the project breakdown structure is transferred automatically with the quotation.

 End End Yes No Yes No Yes No Yes No

Activities

Name Responsible Description

Create Project rental quotation

Sales clerk

You can create a project rental quotation from either the Rental order management module or directly from the project.

Available options:

  • Go to Rental order management > Project rental quotations > New.
  • Create from the project.

This activity describes how to create the quotation from the project.

Create WBS

Project manager

Go to Rental order management > Common > Project rental quotation > Lines > Maintain > Work breakdown structure to create the WBS during the quotation stage.

You can import a predefined template using the Import button or define a new WBS for the current quotation. The system prompts whether to use the customer’s rate card or the default template rates. Select Yes to override the customer's sales prices.

  • In the Scheduling view, adjust planned hours, categories, roles, and resources. You can add new activities and position them using the Outdent, Indent, Move Up, and Move Down buttons.
  • In the Cost estimates view, define detailed costs per activity. You can update the cost and sales prices by category for each WBS line.

Send quotation for internal approval

Sales clerk

This step is triggered automatically when workflow is enabled.

Send quotation to customer for approval

Sales clerk

You can send a project rental quotation to the customer for approval.

When the quotation is ready, to post the quotation journal, click Quotation. Print the quotation if needed.

After posting, the system creates a project rental quotation journal.

Define sales price

Sales clerk

Define sales prices for project categories used in quotations.

Go to: Rental Management > Common > Project rental quotation > Project rental quotations > Lines > Quote action pane > Sales price group.

  • Sales price for hours: Define prices per project, customer, role, category, or worker. Include effective dates.
  • Sales price for expenses: Define prices per project, customer, category, or resource. Include effective dates.
  • Sales price for fees: Define prices per project, customer, category, or resource. Include effective dates.

Add a project rental quotation line

Sales clerk

You can add one or several rental, sales, or service items to a project rental quotation.

The quotation can include lines of different types:

  • Item
  • Hour
  • Expense
  • Fee

To add a rental line, click the Add line button and complete the required fields:

Field

Description

Transaction type

Select: Item, Hour, Expense, or Fee.

Item number

Select the item number for the sales item.

Rental transaction type

Select Sales or Rental.

Quantity

Enter the number of items.

Unit

Enter the unit of measure.

Gross price

Enter the gross price.

Insurance

Enter the insurance percentage.

Transport

Enter the delivery transport cost.

Return transport

Enter the return transport cost.

Unit price

Enter the total unit price.

Amount

Enter the total amount.

Project category

Select a project category.

Line properties

Enter the line properties for posting.

This process explains how to add lines with sales or service items to a project rental quotation.

Generate line form WBS

Sales clerk

You can generate project rental quotation lines from the work breakdown structure. This avoids manually adding each line.

Select the Create quotation lines from WBS button to import the WBS lines into the project rental quotation.

Manage Prospects

Sales clerk

Prospects are qualified leads. They are interested and are working toward a decision.

You have spoken to them and understand their needs. They are open to continued discussion.

They fit the buyer profile, and your offer meets their needs.

Some prospects need more time or internal approvals. This can make the prospect stage the longest part of the sales cycle.

Revise project rental quotation

Sales clerk

You can revise a project rental quotation. Reasons include customer changes or corrections to the existing quotation.

This process explains how to revise a project rental quotation.

Convert project rental quotation

Sales clerk

The customer can accept or reject the project rental quotation. To record the customer’s response, mark the quotation as Confirmed, Lost, or Canceled.

This flow explains how to mark the project rental quotation with one of these statuses. After you confirm, lose, or cancel the quotation, you can no longer change it.

Transfer project rental quotation to rental order

Sales clerk

When the quotation is confirmed, transfer it to a project and use a wizard to create a rental order.

You can perform the following actions during the wizard:

  • Create a new project or select an existing one.
  • Transfer quotation lines to a project forecast.
  • Transfer project rental quotation lines to a rental order.

The wizard auto-fills the project ID if the quotation was created from a project or if a project number was added during creation.

If several quotations are linked to the same project ID, the wizard adds their lines to the same rental order.

If used, the project breakdown structure is transferred automatically with the quotation.

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