Catalogues

Send a client a list of your products by private link. They pick what they want and how many, and MannaBooks writes the quotation for you. No more typing a quote for every enquiry.

Making a catalogue

Sales > Catalogues > New catalogue.

1. Choose what goes in:
   • Whole categories. Tick Laptops and every laptop is in, including sub-categories such as Gaming laptops. A laptop you add next week joins by itself.
   • Single products. Tick them in the list for a hand-picked selection.
   • Both. Tick a category, then untick the products to leave out.
2. Name it so you know it later, for example Laptops for Acme Ltd, and add a short message for the top if you like.
3. For:
   • Anyone with the link. For enquiries, WhatsApp groups or your website.
   • One customer. Their name shows on the catalogue and their quotations go to them. Prices come from their price list.
4. Prices: normal prices, the customer's price list, or any price list you choose.
5. When the client sends their picks:
   • Send them the quotation at once. Prices are fixed, so the client gets a numbered quotation straight away. You do nothing.
   • Save it as a draft for us to review. You check it, adjust prices or quantities for big orders, and send it.
6. Show prices. Untick it for price on request. Quotations are then always reviewed first.
7. Show stock. Items show In stock or Out of stock, never the actual numbers.
8. Closes on. Optional. The link stops working after that day.

Sharing it

After saving, Share gives you the link (it looks like …/c/…):

• Copy link, WhatsApp or SMS;
• Email it from MannaBooks with your message. Replies come to your business email. The catalogue goes along as a PDF attachment.

Download PDF, on the catalogue's page, gives you the catalogue as a document to print, attach or hand out. It has your products with pictures and prices, grouped by category, plus the link and a QR code. A client who scans it lands on the catalogue page to pick items, get the quotation and accept it.

Products don't need a picture. Without one, the first letter of the name is shown instead.

The catalogue page shows how many times the link has been opened.

What the client sees

• Your logo, the catalogue name and your message.
• Each product with its picture, description, price before VAT and the VAT rate, and stock if you chose to show it. There is a search, and a category filter when there is more than one category.
• A list where they set quantities, with a running total.
• Can't find it? They can describe up to 10 things that aren't in the catalogue, such as Laptop bag, 15 inch, with a quantity.
• Download PDF, to keep a copy of the catalogue.
• Their name, phone, company and email, and a note (delivery date, colours, specifications).

When they send it, they land on their quotation page:

• Sent at once: the full quotation with prices, VAT and total. They can print or save it as a PDF, and Accept or Decline it.
• Reviewed first: We have your list. The page fills in by itself once you send the quotation, and they also get an email with the link.

If the client described something they couldn't find, the quotation is always reviewed first, even in a catalogue that sends quotes at once. Their words come in as an unpriced line ending (not in the catalogue: price it). Price it or remove it, then Mark as sent.

Who the quotation is for

• A customer's catalogue: always that customer.
• Anyone with the link: MannaBooks looks for an existing customer with the same email or phone number (0722…, +254722… and 254722… all match). If there is none, it adds:
  • a new customer (the company name if they gave one, otherwise their own name), so the quotation has someone to belong to;
  • a lead in CRM, from the website, with the quotation number and value, so someone follows it up.

After the request

• The quotation appears in Sales > Quotations, marked From catalogue, and on the catalogue's own page.
• Your business email (Settings) and the person who made the catalogue get an email for each new request, and again when the client accepts or declines.
• Reviewing a draft: open it, Edit if needed, then Mark as sent. The client gets an email with the link to accept it.
• Once accepted: Convert to invoice as usual.

Any quotation can be shared this way. On a quotation, Copy link for the customer gives a link where they can see it and accept it. Quotations you Send by email carry a View and accept online button.

Analytics

Catalogues > Analytics shows:

• Opened: how many times the links were opened.
• Quote requests and their value.
• Accepted and the value won.
• Win rate: accepted requests out of all requests.
• For each catalogue, requests per open, which shows which catalogues turn into business.
• Most requested: the products clients ask for most, with quantities and value.

Choose a period to count the quotations dated in it. Opens are counted all time.

Good to know

• Closing a catalogue (untick Open) or deleting it stops the link. Quotations made from it stay.
• A product that is made inactive drops out of every catalogue.
• Catalogues use the Quotations permissions. Anyone who can view quotations sees catalogues, and those who can manage quotations make and send them.
• The online shop is for walk-in buyers who pay at checkout. Catalogues are for clients who want a quotation first.