The quote that knows its own margin
Build a quote from temp staffing, products, subscriptions and recruitment in one document. Staffly builds the price up from your own payroll cost, shows the margin while you write - and never lets that number reach the customer.
Four kinds of line in the same quote
A quote is assembled from sections, and most quotes mix them: staff on an hourly rate, a couple of one-off products, a subscription that keeps running, and a recruitment fee. Each section totals itself, and the summary keeps the one-off amount and the recurring amount apart.
- Temp staffing with role, headcount, weekly hours and hourly rate
- Products as one-off lines with quantity and discount
- Subscriptions with an interval, so the recurring amount stands on its own
- Recruitment fee calculated from the agreed salary
- Free-text sections before or after the prices, when something needs explaining
Built on your real cost of employment
The hourly rate is built up from the loaded payroll cost - holiday pay, public-holiday supplement, pension, other employer contributions, ATP and overhead - taken from your own configuration rather than a flat percentage. It is the exact basis that margin on orders and projects is measured against, so the quoted margin and the operational margin cannot drift apart.
- Loaded payroll cost from your configuration, not a round percentage
- Margin both in kroner per hour and as a percentage
- One-off costs amortise per month or per week - not both at once
- The same basis that orders and projects calculate margin from
An example of what sits behind one hourly rate. Your own figures come from your loaded-cost configuration.
Sent is sent
When a quote goes out, every figure is recalculated on the server and locked. Change your pay rates next week and it will not move a price you gave today. If something has to change you create a new version - the old quote stays exactly as the customer received it.
- 1Prices freeze on send and cannot be edited afterwards
- 2Staffly builds the PDF and it goes out with the quote
- 3Send by email, for digital signature with NextSign, or mark it sent manually
- 4Attachments are stored as what the customer actually received
The customer answers on a link - no login
The customer gets a link to a page containing only what a customer is allowed to see. There is no account, no third-party scripts and no referrer, so the link cannot leak. You can see that it was opened, and when.
- The link needs no login, and can expire or be revoked
- You can see when the quote was first opened - and how many times
- Acceptance can come from the link, a customer user, NextSign or a phone call
- Cost prices and margin live in a separate document and cannot travel with it
A yes becomes an order
An accepted quote should not be typed in again. The order is created from the quote with both the customer's prices and the pay rates the calculation assumed - so the margin the order reports later is the one you promised yourself when you sent it.
- 1Create the order straight from the accepted quote
- 2Both customer prices and pay rates carry over, so the margin holds
- 3Subscriptions are created, so the recurring part invoices itself
- 4A rejected quote can be superseded by a new version instead of starting over
The module in short
Versions
A new version instead of editing a quote already sent.
Templates
Fixed cover, standard sections and terms per quote type.
Salesperson
The quote is signed off with the salesperson's name and contact details.
Two languages
A quote can be sent in Danish or English.
Log
Edits, views and acceptance are logged with a timestamp.
Validity
An expiry date moves the quote to expired on its own.
Cost prices do not leave Staffly
A quote's prices live in one document, and cost prices, loaded salary and margin in another. Both the PDF and the customer's link are built solely from the first, and the list of what a customer may see is written in exactly one place. A cost price therefore cannot end up in front of a customer by accident.
Shall we run one of your own quotes through it?
Bring a price you quoted recently to the demo - we will set it up and see what the margin actually was.