Quotes

Create, manage, and convert service quotes for clients and leads in Visualcare

Quotes let you generate an estimate of costs for client services. Once created, the quote information is extracted into a customisable Word template that you send to the client as a formal quote or as part of a service agreement. Converting a quote automates the creation of the client agreement, services, roster templates, and budgets.

Creating a quote

Navigate to Operations → Quotes → Quotes and click Add New Quote.

Three options are available:

• Create a quote for an existing client
• Create a quote for a new client (no existing profile)
• Create a quote for a lead (scroll past clients to see leads)

Select the client, lead, or click Create New Client. For existing clients and leads, client information populates automatically. For new clients, enter the details manually.

Enter the quote details including start and end date, then click Save Quote.

Adding services to a quote

Click + Add Service to add a service line item.

Select the Service from the drop-down and enter details including any recurring shifts.

For clients needing services on public holidays, click Add Public Holiday as a Line Item and select the public holiday service. Tick Exclude Public Holidays to remove public holiday shifts from the calculation for that line item.

The Total Including Schedule calculates the estimated cost for each service line. You also have a Budget field available for each line.

Continue adding service lines until the quote is complete, then click Save Quote.

Finalising a quote

Once the quote is complete, send it for client approval using one of these methods:

• Email it to the client
• Download the quote and send it manually
• Make it visible on the vAboutMe mobile app by ticking Visible to client (for existing clients)

Converting a quote

Once approved, click Convert Quote to action it.

For leads or new client quotes, converting creates a new client profile automatically.

You also have the option to create an agreement and roster template during conversion.

Other quote options

After completing a quote, you also have the ability to:

• Delete the quote
• Clone the quote (useful for creating similar quotes for other clients)

Creating a quote template for HCP quotes

HCP quotes use a Word document template populated with data tags from Visualcare. You build the template once, upload it to Maintenance, and then download completed quotes as Word documents or PDFs.

Setting up the template

1. Find the available tags

   Navigate to Maintenance → Word Export Tags → HCP Quote tab to see all available data tags.

   You can also download the reference template from this page as a starting point.

2. Build your template in Word

   Create your quote document in Microsoft Word. Insert data tags where you want Visualcare to populate values. For example:

   Tag	Inserts
   ${TSC_Mon}	Monthly total service cost
   ${UP_An}	Annual unallocated package amount
   ${UP_Mon}	Monthly unallocated package amount
   ${UP_Daily}	Daily unallocated package amount
   ${CMF_Daily}	Daily case management fee

   The Unallocated Package tags (${UP_Daily}, ${UP_Mon}, ${UP_An}) represent the remaining package funds after services are accounted for.

3. Save the template

   Save the file as hcp_quote_template.docx.

4. Upload to Maintenance

   Navigate to Maintenance → Documents and upload the template file.

Downloading an HCP quote

Once the template is uploaded, go to Operations → Quotes → HCP Quotes, open the relevant quote, and click Download Quote. Choose Word Document or PDF.

Running into issues?

See Client management troubleshooting for common errors and fixes.

Related articles

CRM overview

Manage leads and the client onboarding pipeline

Quotes (Support at Home)

SAH-specific quoting functionality

Creating agreements for rostering

Set up agreements after converting a quote