How to Create a Quote from a Paper Order
Upload a photo or PDF of a paper order, or scan it with your phone, and MonuDesk fills in the New Quote form for you to check.
Written By Dennis Rodin
Last updated About 1 hour ago
When an order starts on paper, you do not have to type it in. Upload a photo or PDF of the paper order, or scan it with your phone. MonuDesk reads it and fills in the New Quote form. You check each step, change what needs changing, and save the quote as usual.
Anyone whose role can create orders can use it.
Two ways to start
Click New Quote at the top right and choose Create Quote from Paper Order.
In a new quote, click Scan order at the top of the wizard. On a phone, tap the step line under the title (for example Step 1 of 6 · Client Info) to open Steps. Scan order is under Quote settings.
Both open the Scan your order window: "Upload a photo or PDF of a paper order, or scan it with your phone. We fill in the New Quote form and you check it."
Scan order is offered on a new quote, not on a draft you reopen from Order Drafts, and not in Edit Quote or Edit Order. If you scan in a quote you already started, the values from the paper fill in over what you typed.
Upload a photo or PDF
On the Photo or PDF tab, drop the file where it says "Drop a photo or PDF of the order here", or click Choose file.
Add every page of the contract, up to 6 pages at once.
Each photo can be up to 50 MB. PDFs can be up to 24 MB together.
"Nothing is saved until you continue or save the order."
On a phone, the window has no tabs. Tap Take or choose photo to photograph the paper order or pick a photo you already took.
Scan it with your phone
On a computer, the window opens on the Scan with phone tab and shows a code: "Point your phone camera at this code".
Point your phone's camera at the code and open the link it offers. The phone does not need to be logged in to MonuDesk.
The phone opens Scan the paper order. Tap Take photo for the first page, then Add page for each further page of the contract.
Tap Send 1 page to computer, or Send 2 pages to computer and so on.
When the phone opens the code, the computer shows "Phone connected. Take the photo on your phone." When the pages arrive, the computer carries on by itself. Keep the window open on the computer until New Quote opens.
The code renews by itself while the window is open. New code makes a fresh one, and the code shown before stops working. To send the link to a phone instead, use Copy link, or Share where your browser offers it.
If the phone shows This code does not work, scan the fresh code on your computer. If it shows This phone could not sign in, tap Try again. If that keeps failing, press New code on your computer and scan the new one.
While MonuDesk reads the order
The window shows Reading your order with a progress bar that moves through Uploading, Reading the contract and Filling in New Quote: "Usually 10 to 20 seconds. Keep this window open."
Then New Quote opens on Client Info with the details from the paper filled in.
What MonuDesk fills in
Client Info: the purchaser's name, phone, email and address, the lead source, and the order number from the contract.
Cemetery & Logistics: the cemetery, the plot location, the plot owner, installation notes, the timeline (a season or a date range) and the delivery, for example Customer Pickup.
Items & Configuration: the stone, base and foundation with their sizes, colors and finishes, the prices, the lettering style and litho color, the accessories, and the other priced lines on the contract.
Sketch & Inscription: the decedents, and the design and the inscription as written on the contract, in Design Notes.
Billing & Payment: the payment terms and the deposit.
Cemetery, order number, fees and deposit
Cemetery. MonuDesk picks the matching cemetery from your list, for example "Picked Oak Hill Cemetery from your cemeteries." When you have several cemeteries with that name, it picks the one in the contract's town, or the one used on most orders. A cemetery that is not in your list is added and picked: "Added Oak Hill Cemetery to your cemeteries and picked it." If the contract gives no town for it, fill the town in later under Settings → Cemeteries.
Order number. The contract's number becomes the order number when no other order uses it and it has 10 characters or fewer. Otherwise the automatic number stays, and the contract number is kept in the internal note described below.
Fees and other priced lines. Each priced line on the contract ticks the matching fee of the cemetery, uses one of your saved custom line items, or becomes a new line item. A discount, or a line with no amount, is not added to the price. The From your scan box on Items & Configuration lists where each line went.
Deposit. When the contract shows the deposit as paid, it is recorded as received when you create the order. When the contract says it was paid but not how, MonuDesk tells you so. Record that payment yourself.
Contract total. MonuDesk compares the total on the contract with the order. When they differ, you see for example "$8,450 on the contract, $8,200 in this order. Check the prices and fees."
Check each step
Every step with values from the paper starts with a From your scan box that lists what was filled in on that step.
A line starting with Check: needs a look before you save.
A field the scan was not sure about has an amber outline. Compare it with the paper.
In the step bar, a blue dot marks a step with values from the scan, and an amber ! marks a step with values to check.
Hide scan marks closes the box and removes the marks on that step. A field you change loses its mark by itself.
When everything is right, save with Save as Quote or Save as Confirmed Order as usual.
Design notes and the internal note
The design and the inscription as written on the contract go into Design Notes on Sketch & Inscription, under the heading From the scanned contract. Design notes print on the shop ticket, so read them before you generate one.
Everything else on the contract that has no field in New Quote, such as the contract date, the sales rep, the payment terms as written and the totals on the contract, is kept as an internal note on the order, headed From the scanned contract (internal). You find it in Notes & Files after you save the quote. Internal notes never print, and the family never sees them.
The pages you scanned are kept with the order's files in Notes & Files.
If the order cannot be read
"The order could not be read. Try a sharper photo." Take the photo again in good light, with the whole page in the picture.
On the phone, The order could not be read: take clearer photos of the pages and send them again. The computer updates by itself.
"Scan up to 6 pages at once." Send the contract in one scan of 6 pages or fewer.
A PDF over 24 MB is refused. Send photos of the pages instead, or a smaller PDF.
Not the same as the Scanner
The Scanner in the iPhone app and on a phone browser files photos of paperwork on an order that already exists. Create Quote from Paper Order starts a new quote from a paper order.
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