Quotes

01Where Quotes lives

Quotes is a tab in Radar (radar.pnw.com). It used to be a tab in Orbit; Orbit's Quotes button now opens Radar. Access is granted per person in Orbit under Settings > Users & Apps, so a person who can use Radar's Quotes tab does not automatically see recruiting, which is for managers only.

Creating a quote from a lead

Open a lead in Radar and click Create quote. A new quote starts with the client and contact filled in and is linked to the lead. Once the lead has a quote, the button reads Open quote.

02Quotes: building and approving

The Quotes tab is where agents build proposals for clients, managers approve them, and billing tracks each sale through to commission payment. Costs, profit and commissions never appear on anything the client sees.

How a quote moves

The badge on each quote shows which step it is in.

Who does what

Building a quote

Open Quotes. Your own quotes are listed with the step each is in, and the tiles show your pipeline and commissions. Managers and billing can switch to All quotes. Chips filter the list by step, a quote with options shows how many it has, and a red triangle counts lines priced below the floor.

1. Click + New Quote (or + New quote on a client's page, which fills in the client and contact).
2. Fill in the client, the contact who receives the proposal, a title and an optional message.
3. Add lines with the buttons under the items (see Line types).
4. Click Save.
5. Add supporting files in the Files box: drag in a vendor quote or cart screenshot, or paste a screenshot with Ctrl+V, and save it as "vendor cost". Billing uses these to check costs.

Line types

• + Hardware, + Software, + Warranty / services: type your cost and the price fills in at the recommended price. Change the price if you need to; the "rec $…" link puts the recommended price back. The proposal groups lines under these headings, and billing uses them for QuickBooks.
• + Other one-time: anything else billed once, such as installation labor or a project.
• Service plans: pick one of your managed service plans. The price and agreement terms come from the service price list in Quotes settings.
• + Pax8 subscription: search Pax8 and pick the product and billing option (see Pax8 products).
• Read items from paste / screenshot: let the AI fill in lines from a vendor page, cart or quote (see Reading items from a screenshot).

The vendor box under each description is internal only, for billing. The client sees the description and part number. You can change a line's type at any time with the Type list.

A price below the recommended price is allowed, but it is outlined in red ("below floor") and the manager sees it. The totals show one-time, monthly, your cost, net profit and commission.

Drop ship

Hardware can be drop shipped from the supplier to the client. Drop ship to the client is ticked automatically as soon as the quote has a Hardware line; untick it if the equipment is coming to your office instead. With drop ship on, the email to the client asks them to confirm the shipping address, you enter that address when they accept, and billing gets it with the PO.

Reading items from a screenshot

1. Click Read items from paste / screenshot under the items.
2. Paste product rows copied from a vendor site, cart or quote email, and/or paste a screenshot (Ctrl+V), drop in pictures or a PDF quote.
3. Click Read items. The AI fills in part numbers, descriptions, vendor, cost and quantities, and suggests Hardware, Software or Warranty for each line. Shipping and tax rows are unticked.
4. Check the list. On a quote with options, choose which option the items go into.
5. Click Add checked items. Prices are set to the recommended price, and you can adjust them.

Pax8 products

1. Click + Pax8 subscription.
2. Type part of the product name or SKU (for example "Business Premium") and click Search.
3. Pick the product, then click Use on the billing option the client wants. Pax8's live prices are shown with your cost and margin.

• The line is priced at Pax8 retail. Your Pax8 cost is filled in for the commission calculation.
• The billing and commitment (for example "1-Year commitment, billed monthly") is printed under the item on the proposal, with a note that a commitment cannot be cancelled early.
• Annual-billed options are shown per month; the yearly price is on the proposal. Volume pricing follows the quantity: change the quantity and the price updates.
• A price under Pax8 retail shows red for the manager. A Pax8 line typed by hand (without the lookup) uses the standard recommended price.

Offering options (up to 6)

1. Tick Offer options and pick how many (2 to 6, lettered A to F).
2. Name each option, for example "Access point (good)".
3. Set each line's Option to the letter it belongs to, or All for lines that are in every option (installation, services).

Every option needs at least one line of its own. Each option is color-coded, and the totals show each one separately.

• The manager approves all the options at once.
• The proposal opens with a comparison table (one-time, monthly and first-year cost per option) and a savings callout for the lowest-cost option, then shows each option in full.
• The email to the client starts with a box asking them to choose one option and reply with their PO.
• When the client accepts, you pick the option they chose. From then on the proposal, billing email, QuickBooks export and commission use only that option.

Working with co-agents

When more than one person works on a sale, add them to the quote so they can help build it and share the commission. Up to 10 agents can be on one quote: the lead agent (whoever created it, marked with a crown) and up to 9 co-agents.

• Add an agent: pick a name in + Add agent. The commission is split evenly to start (two agents 50 / 50, three 34 / 33 / 33).
• Set the split: type each person's percentage. Whole numbers only, and the total must be exactly 100 %. The total turns green at 100 % and red otherwise; you cannot save until it adds up.
• Remove an agent: click the x next to their name. The lead cannot be removed.
• The lead agent can change agents and percentages while the quote is a draft or awaiting approval. After a manager approves, only a manager can change them. Every change is recorded in the quote's History.

The quote appears in each co-agent's My quotes list with a purple co-agent tag. Co-agents can edit items, attach files and click Send for manager approval; the agents and split are read-only for them, and they have no Delete button.

Sending for approval

Click Send for manager approval. If any line is below the floor, explain why in the note. The managers get an email.

For managers: approve or send back

Every quote needs a manager before it can go to the client. Open it from the email, or in Quotes choose All quotes and the Awaiting approval chip. The agent's note is shown at the top, and the line under the quote number shows the agents and their split.

• Approve: every agent on the quote is emailed, and the lead agent can send the proposal. Your name and the time are recorded. When the quote has co-agents, the approve window shows the commission split; check it, change any percentage if needed (whole numbers, total 100 %), then approve.
• Send back: say what needs to change. The quote returns to draft and every agent on it is emailed.
• Lines below the floor are counted in the approve window, across every option, so nothing slips through.
• A manager can still change the agents or the split after approving, until the quote is sent to billing. This doesn't send the quote back to draft, because the price did not change.

Changes after approval are never silent. If an agent edits the items after you approve, the quote goes back to draft and needs approval again. After the client accepts, any change comes back to a manager before it can be billed.

03Quotes: sending, acceptance and billing

Emailing the proposal

1. On an approved quote, click Email proposal to client.
2. Check the address, subject and message. The message is written for you: it asks the client to choose an option when there are options, and to confirm the shipping address when the quote is drop shipped.
3. Click Send. The proposal PDF is attached automatically.

The email is sent from your own email address (not your sign-in name), appears in your Sent Items, and the client replies straight to you. If Radar's email service is not yet allowed to send for you, Radar sends it from your mailbox using your own sign-in instead. You don't need to do anything.

The client sees the choose-an-option box and the drop-ship box first, then your message.

What the proposal contains

• A branded cover banner.
• One-time items grouped under Hardware, Software, Warranty / services and Other.
• Monthly services shown separately in purple.
• Notes: pricing valid for 30 days, month-to-month services, cabling as an estimate, and that tax, shipping and any card surcharge apply.
• The terms of any service plan, and how to accept.
• For quotes with options: the comparison table and savings callout first.

Click Preview proposal at any time to see it.

I emailed it myself

If you sent the proposal from Outlook instead:

1. Click I emailed it myself.
2. Download the exact proposal PDF from the window if you still need to attach it.
3. Enter who you sent it to.
4. Click Mark as sent. The quote moves to Sent, the PDF is saved on the quote, and the 30-day expiry, acceptance and billing work as usual.

Recording the client's acceptance

1. When the client replies with a PO, click Client accepted (PO).
2. Pick the option they chose (when there are options).
3. Enter the PO number and, for a drop-shipped quote, the ship-to address they confirmed. The address is required.
4. Drag the client's email from Outlook into the Files box and save it as "client acceptance".

If the client accepts a contract service plan, Radar reminds you to mark the client as a contract client in the client list.

Sending to billing

Click Send to billing. Billing gets one email with the PO, the option the client chose, the drop-ship address, every line's cost and price, the one-time total by category, the commission, the approval and change history, the final proposal PDF and the files on the quote. The quote is then locked.

For billing: invoice and commission

Billing users see all quotes. On a quote that was sent to billing, these buttons move it through the last steps:

Commission is earned when the client pays the invoice. Sales tax, shipping and card surcharges are added by billing on the invoice, so they never change the commission. On a quote with options, only the option the client chose counts. On a shared quote, each agent earns their percentage of the quote's commission; the total never changes.

The Commissions screen

Managers and billing have a Commissions button on the Quotes tab. It shows each agent's commission pending (client has not paid), earned (client paid, to pay), and paid this month and this year. On a shared quote, each agent's total includes only their share, and under To pay the quote lists every agent with their percentage and amount.

1. Tick the quotes being paid.
2. Add a note, such as the payroll date.
3. Click Mark selected commission paid. One tick marks the commission paid for every agent on that quote.

Commission report (Excel)

Commission report (Excel) builds a workbook for payroll. Choose To pay now (client has paid, commission not paid yet) or Commissions paid in a month.

• The Summary sheet has one row per agent (number of quotes, the one-time / service / Pax8 parts, and the commission to pay) with a total.
• The Detail sheet has one row per agent per quote, with a Share % column. A quote shared by three agents has three rows. It also shows the client, option chosen, PO, invoice, dates, one-time sale / cost / profit, monthly sale and cost, and how the commission was figured.
• Sale and cost columns are for the whole quote, so the total row adds up only the commission shares. Money columns are formatted and the detail sheet has filters.

Billing the sale from Meter

Invoices for quote items are made in Meter, on the Hardware tab, by people with the Accounting permission. Meter lists one invoice per client per day and exports a QuickBooks invoice CSV.

• Hardware becomes billable when the quote is marked Delivered in Quotes. An agent on the quote, a manager or billing can do this, and Undo delivered works until the line is invoiced.
• Software and warranty / services lines (one-time) become billable once the quote is Accepted, on their own invoice. Quotes accepted before November 2, 2026 are not listed.
• Monthly services and Pax8 are never listed in Meter's Hardware tab. Monthly services are billed from the monthly import, and Pax8 bills its own subscriptions. If a one-time line looks monthly (for example "firewall monthly"), Meter asks you to confirm before it exports.
• Shipping: when the agent sends the shipping confirmation email with a shipping fee, that fee is carried to the invoice as its own line.
• Invoice numbers follow the shared YYMM-NNNNN pattern so hourly and hardware invoices never collide. Marking the invoice in Meter records the number on the quote and moves it along.

Duplicating a quote

Duplicate on any quote starts a new draft with the same client, contact, options and items, which is handy for a revised quote or a similar job. The new quote notes which quote it was copied from and needs its own approval.

Quote expiry

Proposals are valid for 30 days. In the last week, sent quotes show "expires in N days", and "expired" after that. A tile on the Quotes tab counts the quotes to follow up.

Deleting a quote

Use the trash can on the list or Delete on the quote, and give a reason (for example "client declined"). A deleted quote disappears from every list, the pipeline and the Commissions screen, but the record is kept with who, when and why, so it can be restored if needed.

Quotes settings

Quotes → Settings holds who the managers and billing people are (Knowledge Base administrators change these), the billing mailbox, and the service price list with each plan's monthly price, short description and agreement terms (managers can change these). Tick contract plan for plans that make the client a contract client.

Where quote data lives

Quotes, their history and files are stored separately from Radar's SharePoint lists, so agents can only load the quotes they are on and their costs. Every step is logged in the quote's History with the person and time.

04Troubleshooting and FAQ

Quotes