Track and Trace Quick Quote

Your customers can now get a “Quick Quote” via the online “Track and Trace” utility and you can get an email every time they use it!

This is a powerful, online tool you can give your customer with the added benefit of “your people being informed” every time they use it, and how they are using it. The benefits of offering this tool to your customer are as follows:

You can selectively give this feature to your customers. Only the customer accounts you choose can use the new Quick Quote function.
Your customers can quickly get a cost estimate to move freight.
The system will use the appropriate rate table for your customer (if they have their own rate tables) or the Tariff rate table if they do not have their own rate table.
Each time the ‘Get Quick Quote” button is used, an e-mail will be sent to all USERS and/or SALES PEOPLE at your office who request notification of quotes. This gives you complete visibility to all your customers requesting quotes and the details about the quotes.
This can significantly reduce the number of inbound phone calls you receive from companies “fishing” for rates or “rate shopping”, yet still provide them with the service they need.

How do you set up your customers to get online quoting via “Track and Trace”?

To set up your customers to get online quoting via “Track and Trace”, you must do the following:

Set your customer to have “Track and Trace” access. To do this,
1. Go to main menu CUSTOMERS and sub-menu “Customer Profiles”
2. Find the customer you want to grant access to “Track and Trace” and click on the CUSTOMER code to drill into the profile.
3. Scroll down to the “Track and Trace Information” section.
4. In the “Allow Order/Quote Entry” drop down, you must choose one of the options that allows your customers to use the online quoting tool. So you must choose one of “Quotes Only” or “Quotes & Orders Only”

Here is a screen shot of how to set the customer to allow them to enter QUOTES from the “Track and Trace” system.

Set your customer contacts up with “Track and Trace” access. To do this,
1. Go to main menu CUSTOMERS and sub-menu “Customer Profiles”
2. Find the customer you want to grant access to “Track and Trace” and click on the CUSTOMER code to drill into the profile.
3. At the top of the customer profile screen, click on the button that says “CONTACTS” to list all the customer contacts.
4. If the Customer Contact does not exist for the person you want to provide Track and Trace, please ADD it, otherwise, click on the contact code to review the Contact Profile.
5. In the Customer Contacts profile, change the “Track and Trace” setting from N (No) to Y (Yes).

Here is a screen shot of how to set the customer contact to allow them access to the “Track and Trace” system.

How do your customers get online quoting via “Track and Trace”?

When your customers sign on to “Track and Trace”, they need to go to main menu “LOAD MGMT.” and sub-menu “Manage Loads”.
They have several options (assuming their customer profile is set up properly). They must click the button that says “GET QUICK QUOTE”.

Here is a screen shot of how your customer would access the QUOTES screen from the “Track and Trace” system.

When they click the “GET QUICK QUOTE” button, it opens a screen where they can enter an ORIGIN, DESTINATION and select a “TRUCK CLASS” from a drop down menu. The “Truck Class” drop down will show the Class name, standard dimensions in inches (Length, Width and Height) and the average speed of the vehicle class.

Here is a screen shot of how the quote screen can be filled out:

When the user clicks “GET QUICK QUOTE”, the system will calculate the charges based on the users rate tables (if applicable) or the Tariff rate table if no user rate tables apply. The system will also send an e-mail to any of YOUR employees and/or sales staff who would like notifications of quotes.
The “Track and Trace” user also has the option of clicking “PLACE ORDER” or “CREATE QUOTE” to actually SAVE the “order” or “quote”. If they do this, an order (or quote) will be created in your Manage orders screen.

Here is a screen shot of the “quote results”:

Here is a screen shot of the E-mail your selected USERS or SALES PEOPLE will receive when a “Track and Trace” user uses the QUICK QUOTE feature:

How do I set up my USERS to get an e-mail whenever a customer uses the online “QUICK QUOTE” via track and trace?

For your system USERS …

Go to main menu USERS and sub-menu User Profiles and find the appropriate User. Drill into their user profile.
Scroll down to the “E-mail notifications” section and find the drop down menu that says “Receive Quote/Turndown E-mails”
From the drop down, select either QUOTE ONLY or BOTH (for both quotes and turn downs).
Optionally, you can set a “minimum quote amount” so that your users only get emails that exceed a certain value.

Here is a screen shot of the User Profile section.

For your SALES PEOPLE …

Go to main menu CUSTOMERS and sub-menu Sales Team and find the appropriate Sales person. Drill into their sales person profile.
Scroll down to the “E-mail notifications” section and find the drop down menu that says “Send Quote E-mail” (will only send a quote if the sales person is assigned to the customer doing the quote) or “Send All Quotes E-mail” (sends an email regardless of whether the salesperson is assigned to the customer or not).
Optionally, you can set a “minimum quote amount” so that your sales person only get emails that exceed a certain value.

Here is a screen shot of the Sales Person Profile section.

Thanks to Mike Welch from Express-1 for this suggestion. This was discussed at our Management forum at our User Group convention in Jacksonville this past February.

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