Quotes

A quote is the formal price offer you send to a customer before starting work. It tells them exactly what you’ll do, what it will cost, and gives them a way to accept or decline.

Creating a Quote

When you’re ready to price a job:

1. Open the job.
2. Click Create Quote (or Manage Quote if one already exists).
3. Add line items. Each line is a separate charge:

4. Review the total.
5. Save the quote.

Tips for Good Line Items

• Be specific enough that the customer understands what they’re paying for.
• Group related items logically (all materials together, all labor together).
• If you use QuickBooks, you can pull items and pricing from your QuickBooks catalog.

Sending a Quote

Once the quote is ready:

1. Open the quote.
2. Click Send Quote.
3. The system emails the quote to the customer’s primary contact (or the contact you select).
4. The job status moves to Sent Quote.

The customer receives a branded, professional email with:

• Your company name and logo
• The scope of work and all line items
• The total price
• A button to Accept Quote

Customer Acceptance

When the customer clicks “Accept Quote” in the email, the system:

• Records their acceptance with a timestamp
• Moves the job to Customer Accepted status
• Notifies you that the quote was accepted

The customer can also accept by phone. In that case, you manually update the status in the system.

Resending a Quote

If the customer didn’t receive the email, lost it, or you need to send it again:

1. Open the job.
2. Click Resend Quote.
3. The system sends a fresh email to the customer.

You can resend as many times as needed.

E-Signatures

When a customer accepts a quote through the email link, their acceptance is recorded as a digital signature, including the timestamp, their name, and the IP address. This serves as a record of agreement.

Revising a Quote

If the scope changes before the customer accepts (or after an on-site review reveals more work), you can revise the quote:

1. Open the existing quote.
2. Update the line items: add, remove, or adjust.
3. Save and resend.

The customer receives the updated version. The previous version is still in the system for reference.

Cancelling a Quote

If a quote is no longer relevant:

1. Open the quote.
2. Click Cancel.
3. Add a note explaining why (optional but recommended).

The job returns to a status where you can create a new quote if needed.

Quote Statuses

Overdue Quotes

If a quote’s been sent but the customer hasn’t responded after a while, it appears in your Action Items dashboard as an overdue quote. That’s your reminder to follow up.

Follow-up tips:

• Call the customer. A personal call is more effective than another email.
• Ask if they have questions. Sometimes the price is fine, but they need clarification on the scope.
• If the opportunity has passed, cancel the quote so it doesn’t clutter your Action Items.

A Realistic Example

Tom Baker calls about a broken gate. You create the job and schedule an on-site review.

Your estimator visits, assesses the damage, and returns with details: the gate post is rotted, the hinges need replacing, and the latch mechanism is jammed.

You create the quote:

• Gate post replacement (materials): $120
• Hinges and hardware: $45
• Labor: 1 crew member x 4 hours: $240
• Total: $405

You send the quote. 2 days later, Tom clicks “Accept Quote” in the email. The job moves to Customer Accepted, and you schedule the repair for next Wednesday.