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Documentation Settings & Configuration Overview: Plugin Settings

Overview: Plugin Settings

Last updated: 2025-12-21

Where to Find Settings

WordPress Admin Menu:

QuotePro (left sidebar)
├─ All Quotes
├─ Create Quote          ← Main form
├─ Company Data          ← Settings page 1 ⭐
├─ Branding              ← Settings page 2 ⭐
├─ Offer Texts           ← Settings page 3 ⭐
├─ Default Texts         ← Settings page 4 ⭐
├─ Email Template        ← Premium only
├─ Upgrade to Premium    ← (Basic users only)
└─ About                 ← Help & documentation

Direct Access:

  • Company Data: QuotePro → Company Data
  • Branding: QuotePro → Branding
  • Offer Texts: QuotePro → Offer Texts
  • Default Texts: QuotePro → Default Texts
  • Email Template: QuotePro → Email Template (Premium only)

Four Main Settings Pages

Settings Page What You Configure Required?
Company Data • Company name, address, contact
• Company logo (light & dark)
• VAT number
• Notification email 		✅ Yes (essential)
Branding • Primary brand color
• Footer tagline
• Visual identity 		⚠️ Recommended (improves appearance)
Offer Texts • Section titles (Price Overview, Payment Terms, etc.)
• Form labels (Customer, Description, Net Price, etc.)
• Custom terminology 		❌ Optional (defaults work fine)
Default Texts • Default offer description
• Default payment terms
• Default warranty text
• Default notes/terms
• Pre-filled content for new offers 		⚠️ Recommended (saves time)
Email Template
(Premium only)		 • Email subject line
• Email body template
• Acceptance notification customization 		❌ Optional (default email works)

Understanding Settings vs Default Texts

Important Distinction:

Setting Type Purpose Example
Offer Texts Labels and section titles (what things are called) “Price Overview” → Change to “Cost Breakdown”
“Customer” → Change to “Client”
Affects how fields are labeled
Default Texts Pre-filled content (actual text in fields) Payment terms: “50% deposit, 50% on delivery”
Warranty: “5 years warranty on materials”
Automatically fills new offers

Example:

  • Offer Texts changes the label from “Payment Terms” to “Payment Schedule”
  • Default Texts pre-fills the payment schedule content: “30% deposit, 40% midpoint, 30% completion”

When to Configure Settings

First-time setup:

  • Install plugin → Configure settings → Create first offer
  • Settings must be configured before creating professional offers
  • Takes 15-20 minutes for complete setup

After setup:

  • Settings apply to all offers automatically
  • Change settings anytime (updates all new offers)
  • Only configure once, use forever

Settings Apply to All Offers

Important Concept:

Setting Type Scope Example
Global Settings All offers, all users Company logo, brand color, footer tagline, default texts
Per-Offer Data Individual offer only Customer name, pricing, images, PDF template choice

Example:

  • You set company logo in Company Data (global)
  • Logo appears in all offers automatically
  • You don’t set logo per offer

Another Example:

  • You set default payment terms in Default Texts (global)
  • New offers automatically include these terms
  • You can edit terms per offer if needed

Initial Setup Guide (First-Time Configuration)

Complete Setup in 5 Steps

Time Required: 15-20 minutes

Prerequisites:

  • WordPress admin access
  • Company logo file (PNG recommended)
  • Company information (name, address, VAT)

Step 1: Company Data (5 minutes)

Go to: QuotePro → Company Data

Fill in required fields:

1. Company Name

  • Enter your official business name
  • Example: “Oak & Steel Construction Ltd.”
  • Appears in offer header

2. Street Address

  • Street name and number
  • Example: “123 Main Street”

3. ZIP Code / City

  • Postal code: “10001”
  • City: “New York”

4. Country

  • Full country name
  • Example: “USA” or “Germany”

5. Phone

  • Include country code
  • Example: “+1 234 567 8901”
  • Format: International format recommended

6. Email

7. Notification Email ⭐

  • Where to receive client acceptance alerts
  • Can be different from company email
  • Example: “sales@yourcompany.com“
  • If empty: Uses WordPress admin email
  • Tip: Use team email for shared visibility

8. Website (optional)

9. VAT Number (if applicable)

  • Tax identification number
  • Example: “DE123456789”
  • Required in EU for B2B

10. Company Logos

Light Logo:

  • Used on light backgrounds (Default, Minimal templates)
  • Upload: Click “Choose Light Logo”
  • Select from Media Library or upload new
  • Recommended: PNG with transparent background, 300-500px wide

Dark Logo:

  • Used on dark backgrounds (Modern Blue, Business, Creative templates)
  • Upload: Click “Choose Dark Logo”
  • Recommended: Same logo, light/white version

Quick Tip: If you only have one logo version, upload it to both slots.

11. Save Settings

  • Scroll to bottom
  • Click “Save Settings” button
  • Green message confirms: “Settings saved”

Step 2: Branding (3 minutes)

Go to: QuotePro → Branding

Configure visual identity:

1. Primary Brand Color

  • Click color picker
  • Select your brand’s main color
  • Or enter hex code: #ff6b00
  • Preview: Color swatch updates instantly
  • Where used: Section headers, accents, highlights

2. Footer Tagline

  • Short company slogan or description
  • Example: “Quality Craftsmanship Since 1995”
  • Max 60-80 characters recommended
  • Appears at bottom of all offers

3. Save Settings

  • Click “Save Settings”
  • Confirmation appears

Optional: Load Defaults

  • Click “Load Default Branding” to see sample values
  • Good for testing before customizing
  • Can be changed later

Step 3: Default Texts (5 minutes – Recommended)

Go to: QuotePro → Default Texts

Purpose: Pre-fill new offers with standard content to save time.

What You Can Configure:

1. Default Offer Description

  • Introductory text that appears in every new offer
  • Example:
  Dear Sir or Madam,
  
  We are pleased to present our offer for the delivery 
  and installation of a high-quality staircase.
  
  The staircase will be manufactured according to your 
  individual requirements and is characterized by the 
  highest quality and modern design.
  • Appears automatically in new offers
  • Can be edited per offer
  • Use Rich Text Editor (Premium) for formatting

2. Default Payment Terms

  • Standard payment schedule
  • Example:
  Payment Schedule:
  • 30% deposit upon contract signing
  • 40% at project midpoint  
  • 30% upon completion and delivery
  
  Bank transfer to account details below.
  Late payments subject to 5% monthly penalty.
  • Saves typing same terms every time

3. Default Bank Details

  • Your bank account information
  • Example:
  Bank: Santander Bank
  IBAN: GB29 NWBK 6016 1331 9268 19
  SWIFT: ABCDEFGH
  Reference: [Offer Number]
  • Include all necessary banking info

4. Default Delivery Time

  • Standard lead time
  • Example:
  Standard Delivery: 6-8 weeks from contract signing
  
  Timeline:
  • Weeks 1-2: Preparation and measurements
  • Weeks 3-6: Manufacturing
  • Weeks 7-8: Delivery and installation
  • Adjust per offer if needed

5. Default Warranty

  • Standard warranty terms
  • Example:
  Warranty Coverage:
  • Materials: 10 years against defects
  • Workmanship: 5 years labor warranty
  • Finish: 2 years against fading/peeling
  
  Coverage begins on installation completion date.
  • Legal compliance recommended

6. Default Notes

  • Standard terms & conditions
  • Example:
  Terms & Conditions:
  • The goods remain the property of the contractor until full payment
  • This offer is valid for 30 days
  • Price changes reserved in case of adjustments to scope
  • All prices exclude installation unless specified
  • Important legal text

Why Set Default Texts?

  • ✅ Saves 5-10 minutes per offer
  • ✅ Ensures consistent messaging
  • ✅ Reduces errors (no forgetting standard terms)
  • ✅ Professional appearance
  • ✅ Legal compliance (warranty, terms always included)

Save when done.

Step 4: Offer Texts (2 minutes – Optional)

Go to: QuotePro → Offer Texts

This step is optional – only customize if you need:

  • ✅ Non-English terminology
  • ✅ Industry-specific labels
  • ✅ Custom section names

What you can customize:

Section Titles:

  • Main Title: “Price Offer” → “Custom Quotation”
  • Price Section: “Price Overview” → “Investment Breakdown”
  • Payment Terms: “Payment Terms” → “Payment Schedule”
  • Delivery Time: “Delivery Time” → “Project Timeline”
  • Warranty: “Warranty” → “Quality Guarantee”
  • Notes: “Notes” → “Terms & Conditions”
  • Image Gallery: “Image Gallery” → “Project Photos”
  • Technical Section: “Technical Description” → “Specifications”

Form Labels:

  • Customer: “Customer” → “Client”
  • Address: “Address” → “Billing Address”
  • Description: “Description” → “Item”
  • Net Price: “Net Price” → “Base Price”
  • VAT: “VAT” → “Tax”
  • Gross Price: “Gross Price” → “Total Price”

Example Customization (German business):

Main Title: Preisangebot
Price Section: Preisübersicht
Payment Terms: Zahlungsbedingungen
Delivery Time: Lieferzeit
Warranty: Garantie
Notes: Hinweise

Save when done.

Step 5: Test Your Settings (5 minutes)

Create test offer to verify setup:

1. Create new offer

  • QuotePro → Create Quote

2. Check default texts loaded

  • Verify default offer description appears
  • Check if payment terms pre-filled
  • Confirm warranty and notes present
  • Verify bank details filled

3. Fill in customer info

  • Customer name: “Test Customer”
  • Address: “123 Test Street”
  • Add pricing data: 1-2 items
  • Click “Save”

4. Check preview (right panel)

Verify these appear correctly:

✓ Company logo visible (top)
✓ Company name displayed
✓ Footer shows company contact info
✓ Footer tagline appears
✓ Brand color applied (headers, accents)
✓ Default texts pre-filled (offer description, payment terms, etc.)
✓ All section titles correct
✓ Form labels match your customization

5. Export test PDF

  • Click “Print/PDF” button
  • Print dialog opens
  • Enable “Background graphics” ⭐ (critical!)
  • Select “Save as PDF”
  • Choose location and save

6. Open PDF and verify:

✓ Logo not pixelated
✓ Colors accurate
✓ All company info present
✓ Default content appears correctly
✓ Footer complete
✓ Professional appearance
✓ All text formatted properly

7. Delete test offer

  • If everything looks good
  • Or keep as template for future reference

Complete Setup Checklist

Before creating real offers, confirm:

Company Data:

[ ] Company name entered
[ ] Full address completed (street, ZIP, city, country)
[ ] Phone number added (with country code)
[ ] Company email added
[ ] Notification email set (for acceptance alerts)
[ ] Website URL added (optional)
[ ] VAT number entered (if applicable)
[ ] Light logo uploaded
[ ] Dark logo uploaded (optional but recommended)
[ ] Settings saved

Branding:

[ ] Primary brand color selected
[ ] Footer tagline written
[ ] Settings saved

Default Texts:

[ ] Default offer description set
[ ] Default payment terms configured
[ ] Default bank details added
[ ] Default delivery time set
[ ] Default warranty text added
[ ] Default notes/terms configured
[ ] Settings saved

Offer Texts (Optional):

[ ] Section titles customized (if needed)
[ ] Form labels customized (if needed)
[ ] Settings saved

Testing:

[ ] Test offer created
[ ] Preview checked (all elements visible)
[ ] PDF exported successfully
[ ] PDF quality verified (logo, colors, content)
[ ] Test offer deleted (or kept as reference)

Setup Complete! You’re ready to create professional offers.

Estimated Time: 15-20 minutes total

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