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We are needing an online quotation system to easily manage our email inquiries.
Main Function: The customer send an inquiry via a form, all data is captured in a mysql database
When an inquiry has been submitted, an email will be sent to the admin email address advising them that a new inquiry has been received.
We then should have an admin section which has 2 levels - admin with access to all functions and operator with limited functions.
When the admin logs in, they can add operators, passwords, allocate any inquiry to a particular operator, create/modify or delete templates, delete an inquiry from the system etc... The operator can only reply to an inquiry.
The operator will log in and see a list of current unanswered inquiries which have been allocated to them by the admin
All answered inquiries will be available via a menu selection to search or view by date.
There should choices of reply -
1) Selections of a reply templates which the operator can simply select and send - this would then flag the inquiry as sent.
2) Create a quotation
Admin will setup properties such as listing id, property code, address, city, state, postcode, property manager name and property manager mobile phone contact. Property code will be matched up with the current property codes on our website.
As the system should have already captured details such as property code, property address, email address, image, and check in/checkout dates, fields required would be $nightly rate, utilities, security deposit, credit card surcharges and total payable.
Total rent cost = (workout of how many days) x nightly rate
Utilities = (workout of how many days) x daily utility rate
Departure Clean = Departure Clean
If GST is applicable - yes/no
The ability to set gst rates and add quotation custom fields via the admin should be available
Once all details have been completed, the quotation will provide an option to send to the customer.
The customer will receive the email quotation and have the option to proceed with the reservation by selecting book now - which they can complete a form with their details - this form would also contain summary details of their quotation, They must also need to provide documents by attaching them to the form.
The proposed system will email admin and the operator who sen the quote that a reservation has been received.
Upon acceptance of the reservation, the operator or admin will select "accept" and the customer shall receive a copy of their rental agreement.