Optional Extras

Offer the things your customer might add (a cheese board, a wine pairing, a late-night snack) as optional extras. Each one has its own quantity and price, sits in one Optional Extras section at the end of the quote’s menu, and stays out of the total until the customer says yes and you add it to the order.

What Is an Optional Extra?

Every line on a quote has a Line type:

• Normal: an ordinary line, with a quantity and price, in the total.
• Optional extra: a line you offer. It has a quantity and a price (or P.O.A), shows in the Optional Extras section, and adds nothing to the total until you add it to the order.
• Info only: a reference line, with no quantity, never charged, under its usual menu heading. Tick Show price to show its price beside its name for reference. See Price on Application (P.O.A) for info-only lines and P.O.A.

An optional extra is its own kind of line, not a kind of info only. Only optional extras go in the Optional Extras section: if the customer can add it, make it an optional extra.

Adding an Optional Extra

1. On the quote’s items page, add an item, or click one already on the quote, to open the Add Item (or Edit Item) window. This works for catalogue items and one-off items (Custom Items & One-Off Packages).
2. Under Line type, choose Optional extra.
3. Enter the Quantity you’re offering (for example 50 arancini) and the Price (per unit).
4. Under the price, choose Show price to show what it costs, or P.O.A if you’ll price it later.
5. Click Update (or add the item), then save the items page.

While Optional extra is chosen, the window’s total reads If added: what the line would add to the quote. The line under Line type shows which section it goes in; click the section’s name to rename it for this quote (see below).

On the items page the line shows an Optional extra badge, Offered: 50x in place of its quantity, its offered total in grey, and an Add to order button.

Adding an Extra to the Order

With Customers make menu choices on, the customer can tick extras themselves when they accept the quote. If you allow changes after acceptance, they can also do it afterwards with Choose your menu until your cutoff, and untick ones they picked: see Customer Menu Choices. Otherwise, when the customer says yes (by email, a call or in person):

1. Open the quote’s items page.
2. Click Add to order on the line. Its quantity becomes the offered quantity, it leaves the Optional Extras section and it joins the total. You can still change the quantity.
3. Save the items page.

On a P.O.A extra, Add to order opens the line’s window with the price ready to fill in. Enter the price, or choose P.O.A again to keep it P.O.A on purpose.

Add to order is on the items page only, not on the order page. On an accepted quote, it’s an ordinary change: you choose whether to save a new version, as with any edit.

Extras Inside a Package

A package’s fixed dishes can be optional extras too, such as a dessert upgrade offered with every wedding package.

• In the package itself: in Items → Packages, open the package and click Edit items on the Fixed items card. Set the dish’s Line type to Optional extra, then set its per-unit price (the item’s own price to start with) and choose Show price or P.O.A. This picker is the only place to set a package extra’s price and P.O.A.
• On the Fixed items card, extras are listed in an Optional extras section of their own, last, with what each would charge: “If added: +$7.00 each” or “If added: P.O.A”.

• On a quote: open the package on the items page and click a dish’s Edit. The same Line type choice is there, with Price (per unit) and On the quote: Show price / P.O.A. This works for one-off items in the package too. The package window lists every extra in an Optional extras section, last, each with its If added amount.

A package extra is never part of the package’s per-guest price. A per-guest extra follows the guest count, like any fixed dish. On the quote it appears in the Optional Extras section, not under the package. When you add it to the order, it stays in the package as a priced line charged on top.

Changing a package only affects quotes you add it to afterwards. Quotes you’ve already made keep their own extras and prices. See Packages.

Renaming the Section

The section is called “Optional Extras” unless you give it another name, such as “Add to Your Event” or “Extras”.

• For every quote: go to Settings → Account Details and fill in Section name on quotes in the Optional Extras section panel. Leave it blank to keep “Optional Extras”.

• For one quote: in the Add Item (or Edit Item) window, click the section’s name (with the pencil) in the line under Line type. Type the new name, then press Enter or click away (Escape cancels). It’s saved when you save the items page. Clear the name to go back to the account’s name.

How It Looks on the Quote

• One section at the end of the menu. Every optional extra appears together under the section’s name, after the rest of the menu, whatever its category. On a quote with several deliveries it’s still one section, after every delivery’s menu.
• Laid out like your other items: “50 x Arancini” with its price, “$350.00 ($7.00 each)”, or “$7.00” for one, or “P.O.A”.
• Under every extra’s price, a small line: “Optional extra – not included in total”.
• Hidden quantities stay hidden. Where the quantity isn’t shown (for example a package with its quantities hidden), the extra shows its unit price, “$7.00 each”.
• Everywhere the customer looks: the standard quote, the PDF and every quote template show the section in their own style (Quote Templates).
• Not in the total. The section adds nothing to the quote’s total. An empty section isn’t shown.

Until an extra is added to the order, it stays off your dockets, run sheets and reports.

Lines Made Before Optional Extras

Before optional extras, a line went in the section by being Info only with Show in Optional Extras ticked, and sometimes Show price. Those lines still show exactly as before, and you can turn Show in Optional Extras off. New info-only lines can’t go in the section (they can still tick Show price): to offer something the customer can add, make it an optional extra.

Tips

• Put a set price on extras so the customer knows what to expect, or use P.O.A for ones you’ll price later.
• To offer an upgrade with every quote, make it an optional extra in the package once, and every new quote starts with it.
• Let customers add extras and pick their own dishes when they accept, or come back later: see Customer Menu Choices.