Quotes

A quote prices a job for a customer's site. You can give the customer up to three options, send it by email or text, and they accept one on their phone and sign. When they accept, a draft job is made for you to schedule.

You need the Quotes permissions to use this page: reading to see quotes, writing to create and edit, and sending to send, accept for a customer and convert.

Create a quote

1. Open Quotes and choose New quote. You can also start one from a customer or from a job sheet, which fills in the customer, site and system for you.
2. Choose the customer and the site. Choose the system if the quote is about one tank.
3. Add a title, the job type and a valid-until date. The valid-until date starts from the company default.
4. Add lines. Use Add from price book to pick an item at the price book price, or Custom line for anything else. If the customer has their own prices, the price book items use those.
5. Add notes the customer will read, and terms. The standard terms are filled in from the quote settings.
6. Choose Create quote.

A quote stays editable while it is a draft, sent or viewed. Once the customer accepts or declines, or it expires, it is a record. Reopen it if you need to change it.

Options

Use options when the customer has a real choice, such as pump-out only, or pump-out with a filter service. A quote holds one to three options. Each option has its own name, lines and total. The customer accepts exactly one.

Add options with Add option. Switch between them with the tabs above the lines. Remove the one you are on with Remove this option.

Deposits

A quote can ask for a deposit, either a percent of the total or a fixed amount. When the customer accepts, a deposit invoice is made for the job. How the deposit is credited against the final invoice is in Deposits.

Draft with AI

If your company has AI switched on, Draft with AI sits above the options. Describe what the customer asked for, in your own words or pasted from their message.

• Tick Include this job's summary and field notes to give the AI the job's summary and the notes technicians wrote. This shows when the quote is for a job.
• Tick Include the site's access and hazard notes to include those too.

Choose Draft lines. You get a draft to read. It is not added to the quote yet.

• Suggested lines are the lines for the option you are on.
• If the job has a clear alternative, such as a cheaper or better way to do it, it appears under its own name and is added as a new option.
• Each line is ticked. Untick the ones you do not want. Lines that match your price book say so. A line the price book does not cover says Needs a price, and you fill the price in.
• Add puts the ticked lines in. They go after the lines you already have. Nothing you typed is replaced. Discard draft throws the draft away.

Prices always come from your price book, with the customer's own prices applied. The AI only chooses items and quantities. If an item has been removed from your price book since the draft, it is added with no price so you can fill it in. Check every line before you send.

If the draft does not work you see a message and Try again. If AI is off, the screen says so. People who can manage AI get a link to Admin, AI. If the company has used its AI requests for the month, the screen says that instead. See AI for limits.

Send a quote

Choose Send, then tick email, text or both. Email sends the quote as a PDF with a link. Text sends the link. If the customer's email or mobile is on file it is filled in, and you can change it.

Copy link gives you the link to send another way, and marks a draft as sent. Sending again sends it again.

Follow-ups

A sent quote with no answer gets reminders. By default a reminder goes out 3 and 7 days after it was sent. A quote past its valid-until date with no answer is marked expired.

Administrators change the reminder days, the default valid period and the standard terms with the settings button at the top of the Quotes page. Reminders only go to quotes sent by email or text. A quote sent as a link only is not reminded.

Acceptance and signatures

The customer opens the link, chooses an option, types their name and can sign with a finger or mouse. They can also decline and give a reason. You are told when they answer.

On an accepted quote, the Acceptance section shows:

• the signature, if they drew one
• who accepted, which option, and when
• how it was accepted: by the customer online, or recorded by the office
• the IP address and device they used

The History at the bottom lists what happened, in order: created, sent, opened, reminders, and the answer. The signature and the name are also printed on the quote PDF once it is accepted.

If a customer agrees by phone, use Mark accepted. Choose the option and enter the name of the person who agreed. This is recorded as accepted by the office, with no signature.

Convert to a job

Accepting a quote makes a draft job from the option they chose, and a deposit invoice if the quote asks for one. Open the job from the quote to schedule it.

If a job was not made, an accepted quote shows Convert to job. A quote only makes one job, however many times you press it.

Declined and expired quotes

Open a declined or expired quote and choose Reopen, for example after the customer changes their mind. It goes back to sent (or draft if it was never sent), with a new valid-until date and the reminders starting again. A quote that has been accepted cannot be deleted.