Run a Quote Campaign

A quote campaign sends one priced quote to every customer in a batch. Most companies run one each season to renew their whole book at a new price; some run them to offer a service to a segment. At the end of this playbook you will have a batch built, checked, approved, and sent — and a page that shows how many customers viewed, accepted, or declined.

Before you start

• Prices to carry. A renewal campaign carries what each site paid on its most recent priced contract for the work type. If those contracts were never in OpsVara, price from the rate card or a template instead.
• A renewal increase, if you want one company-wide. Set it per work type under Sales and BillingPricing in the Renewal pricing card. You can also set a figure on the campaign itself, so this is optional.
• Quote email switched on. Under SettingsCustomer Notifications, Quote sent must have email (or SMS) enabled, or the pre-send checks will stop you.
• A default quote template for the work type, under SettingsQuote Templates. The campaign uses its line items, its service term, and its invoice schedule.

1. What & When

Open Sales and BillingCampaigns, stay on Quote Campaigns, and click New Quote Campaign. The builder has five steps; the panel on the right always shows the campaign as it stands, including a live count of matching customers.

1. 1

   Pick the purpose

   Renew Last Season's Customers prices from each customer's prior contract and skips anyone without one. Quote A Service To A Segment prices from the template and skips anyone already under contract for the season. The purpose sets the defaults on the next steps; you can change any of them.

2. 2

   Pick the work type and season

   The season fills in from the work type's own calendar: once this year's season has opened, the suggestion is next year. The line under the field reads the season's dates. If you choose a different year, the builder offers the suggested one — take it unless you know why not.

3. 3

   Name it

   The name auto-fills as Work type, season, renewals and stops changing once you type. Customers never see it.

2. Who Gets A Quote

The banner at the top shows how many customers match, and updates as you change filters. Filter by customer list, customer type, tags, exclude-tags, and customer years; aquatic companies can also segment by site type. Exclude recently quoted leaves out anyone sent a quote inside a window.

Under Guardrails, Skip Customers Already Under Contract for season YYYY drops anyone who already holds an agreement for the season you are quoting. It looks at that season, not at today, so a contract ending this month never blocks next season's quote. Two skips are always on: customers who already have a draft or sent quote for the season, and customers with no email on file. Skipped customers still appear on the roster with a price, marked with the reason.

3. How To Price It

Choose where each quote's prices come from:

On Last Season's Price, four more controls appear:

• Renewal Increase — Work Type Default uses the percentage under Pricing; A Percentage For This Campaign or A Dollar Amount Per Site applies to this batch only and leaves Settings alone; No Increase renews at exactly last season's figure.
• Round Each Price — keep cents, or round to the nearest $1, $5, $10, or $25. Applied after the increase, so $1,262.50 can go out as $1,265.
• If A Customer Has No Prior Contract — skip them, or price them from the template or rate card instead.
• Adjust For A Partial Prior Season — when a site's first visit last season was late, raise its carried price to a full-season rate before the increase. See Price a Renewal Campaign From Last Season.

The Example line under the controls shows the arithmetic on a $1,200 site as you change them. Click Price 5 Example Customers to price the first five customers in your audience exactly the way the roster will, with last season, this quote, and the change percent.

4. Quote & Message

The email customers receive is the reason the quote is arriving. Write a Subject and Message; the chips insert tokens for the customer's first name, your company name, the quote number and total, the accept-by date, the season, and the work type. The preview renders them with sample values. Click Send Me A Test to receive it with a [TEST] banner. Leave both blank to use your standard quote email.

On the quote itself holds the customer notes printed on the PDF and portal quote, the Accept Quote By date (blank means 30 days from the day each quote sends), and, on pond work types, the billing cycle. Invoice Options and Internal Notes are collapsed; expand them when the batch bills differently from your defaults or you want staff-only notes on each quote.

5. Review & Build

Four cards summarize the campaign, each with an Edit link back to its step. Choose whether the batch sends As Soon As I Approve The Roster or On A Date And Time I Choose; either way, nothing sends until you approve. Click Build Quote Roster.

6. Review the roster

The roster prices every customer and lands in review. Read it top to bottom:

1. The tiles. Ready To Send with the batch value; on a renewal, Last Term → This Batch with the percent change and the dollar figures across every customer who has a prior price; Needs Attention, which filters the table to rows worth a look; and Left Out.
2. Needs Attention. Rows are flagged Up More Than 25%, Lower Than Last Term, $0 Quote, No Prior Price Found, or A $0 Line. Use Show to filter by one flag and Sort by Biggest Increase First.
3. Fix prices. Expand a row and type a unit price, or select rows and use Adjust Prices… to change them by a percentage, a dollar amount, a set figure, or a rounding step. Permit and pass-through fees are never moved. Every changed row shows Edited and the built price beneath it; Reset To Built Prices puts it back.
4. Drop or add people. Exclude a row, or Include Anyway on a row the roster skipped as already quoted or already under contract.
5. Export CSV if you would rather review in a spreadsheet.

7. Approve

Review & Approve runs the pre-send checks and shows them before the button:

The dialog also shows the exact subject and message the first customer will read, and lets you send now or keep the scheduled time. Approve locks the roster and books the send.

8. Verify it worked

• The campaign page shows a timeline — Created, Roster Built, Approved, Sent — with times, and How The Quotes Are Doing: sent, viewed, approved, declined, still open, with values.
• Open These Quotes lists them under Sales and BillingQuotes with a chip naming the campaign.
• On the roster, each sent row carries a quote badge (Sent, Viewed, Approved) and a link to the quote.
• If any rows failed, the campaign page offers Retry N Failed, which re-sends only those.

Troubleshooting