Connect your offers and projects seamlessly with Moment
by Sturla Røysland
In this article, we'll look at how you can use the Offers module to create super tidy offers for your clients, generate projects with all offer data and save incredible amounts of time in the process.
"Moment's offer module was developed to give users a super simple way of creating and sending offers to their clients"
Did you know that you can also use the module to continually plan and update your projects?"
Activating the Offers module
If you can't see the menu item "Offers" in your main menu, make sure to activate the module by going to Setup > Settings > General, then open a search box (ctrl/cmd + F) and type in "offers". Mark the checkbox next to "Enable support for offers" and go through the various settings below to define your ideal setup. You can always come back here to make adjustments later.
PS: make sure to also enable "Tasks" if you haven't already, you'll find it directly above.
Creating an Offer
You should now have a new menu item called "Offers". To create an offer, navigate to this menu and press the button titled "+ New offer". In the dialogue box that appears, choose the correct customer (or your own company if it's just a draft), decide if you want to keep the proposed offer number, and give the offer a fitting name. The name of the offer will become its title and will be displayed to your client if you choose to send it, but you can change this later. Press save and begin adding details.
Filling in the offer details
After creating the offer, you'll be redirected to its "Main page" where you will add all offer details. At the top, you'll find everything that has to do with the title, client, references, issue date, validity, hour discounts, proposed startup and end date of the job. You can also write an introductory text which explains what the offer is for and potentially add some terms and conditions (this can also be added to the "Final text" below offer lines).
Now for the exciting part: Offer lines!
Activities and Tasks. You can add Activities and simply set a fixed price. However, the Offers module is meant for you to add Tasks with hourly estimates and a price per hour (role defined). The offer will automatically generate sums based on the number of hours you put on a task and the hourly rate you've defined for a role. If you've defined hourly cost per role, this will also be calculated.
Expenses and Products. Should you add in an expense, for example, a map or an external consultant, you can define the cost to you and the sales price to your client. The same goes for products, which can be a physical product or a defined service on your end, a subscription, for instance.
Surcharges and Discounts. Common for each offer line, whether it's tasks, expenses or products, is that you can define a surcharge or discount percentage. At the bottom of the page, you'll see the sum totals and the profitability of the offer.
Presenting the offer to your client
After all details have been added to the offer, you can mark it as "Ready to send". This will lock in all the details and create a unique URL for the client-facing "Offer page". You can review the offer page by clicking "Go to the customer's offer page". There you will see all offer lines and details you have added. If you want to hide certain elements, like the number of hours or sums per task, simply go back to the Offer's Main page and press "⚙️Settings". You can also upload attachments to the offer - like contracts, photos, illustrations, etc.
When you feel the offer is ready to be sent to your client, you can get the URL for the Offer page by clickikng "Copy link to the customer's offer page". With the URL copied, craft an email in your favorite email tool and paste in the URL, along with a short description to your recipient. Press send and wait for your client to Accept or Decline. When accepting an offer, an email summary pdf-file will be included in the email.
Creating a project from the offer
Perhaps the most ingenious part of the Offers module is the ability to generate a project directly from the offer, maintaining all details. This will save you a tremendous amount of time and effort, compared to the old method of first crafting an offer in Excel+Word (or similar), and then having to manually punch all the details like hours and budgets into your project management tool.
To create a project, simply click "Create project based on the offer". This will automatically generate a new project and transfer all offer data, like activities, tasks, hours, budget, price model, etc. You can create a project at any stage of the offer - it does not have to be accepted by the client. This is particularly useful when planning "unsure" projects. In fact, many of our users don't send the offer to clients at all - they simply use it as a super effective tool to calculate all hours and budgets for their projects.
Editing the offer afterwards
If you need to edit the offer, you can quickly navigate to the offer from its corresponding project. Back in the offer, you'll have access to the changelog, so you can always keep track of what's been done. You can also create an advance payment invoice, for instance, if you've agreed with your client to invoice 50% upfront.
If you want to edit offer lines, the offer will be reverted to a draft and the unique URL of the client's offer page will cease to work. A new URL will then be generated with any updated info. This will have to be resent to the client. After the offer has been updated, you can choose whether you'd like to update the project with the new info, and which information you specifically want to update.
Copying an offer and using it as a template
It's very common to use the same offer templates over and over again. That's why we have the option to "Make copy". This way, if you have an offer you're happy with, or if you want to create a set of templates, you can easily copy all the information to a new offer. Just make sure to edit all specific details, like the client and date intervals. This option is also super helpful if you want to present the same client with different offers, but want to retain the same terms and conditions, or other details. We also recommend tagging your offers, for instance with "Template" or something that can help you to categorize them.
Planning projects with data from offers
With the project you have now generated directly from your offer, you can start doing more detailed planning, like assigning coworkers to tasks and allocating hours. We've had success with clients using a combination of task-based planning for specific project details, and long-term planning with our Project plan. Since you're maintaining hour estimates for both Activities and Tasks, this can easily be done at the same time.
Since the offer generated a budget for the projects, it's now incredibly easy to keep track of your registered hours compared to what you can invoice. If you chose to use a "fixed price model", you can quickly add in a payment plan in the project's setup. Like mentioned, it's also possible to create a "payment in advance" invoice directly from the offer page.
The Offers module is a superb way for you to plan your projects. Historically, hours and budgets in Moment would have to be added in based solely on experience or calculations done in external tools. Now, you can keep everything inside Moment and avoid having to punch everything a second time. Since the module generates budgets for both Activities and price models, it's super easy to allocate resources and keep track of everything when your team is registering hours.
If you're completely new to Moment, or haven't tried the Offers module yet, and would like a more personal, indepth walkthrough, don't hesitate to reach out to us firstname.lastname@example.org. Also, don't forget to mention this article!