Quote Preparation and Approval Management
For work outside warranty, a quote is built from labour and parts lines and sent to the customer with the total. An approved quote is linked to the work order, so what was done can be compared against what was agreed.
What problem does it solve?
Prices given verbally create disputes later. Starting work without approval carries both a collection risk and the cost of a technician waiting on site.
Quote management is part of the field service module, included in the Pro and Enterprise plans.
What you can do
Line-based quotes
Labour and parts are entered as separate lines with quantity and unit price, and totals calculate themselves.
Selection from the parts catalogue
Pick from your defined parts and the price comes prefilled, adjustable per quote.
Approval recorded
Whether a quote was approved or rejected is recorded, and approved quotes link to the work order.
Comparison with the work order
Work performed can be compared against the quote, making out-of-scope items visible.
Quote conversion rate
Which quotes were approved is reported, so pricing decisions rest on data.
Sending to the customer
Quotes are sent to the customer and the approval process is tracked on record.
Why a written quote matters
In service work, prices are often given verbally on site. Practical as that seems, it creates two problems: the customer remembers a different figure later, and the price a technician gave may diverge from the business's pricing policy.
A written quote solves both. Built line by line, it shows exactly what costs what, and once approved there is agreement on the amount.
A quote also fixes scope: when work appears that is not on it, there is no argument about whether it is additional.
Approval and waiting time on site
Work started without approval carries a collection risk, and time spent waiting for approval on site is a direct cost — the technician could have been on another job.
Preparing and sending the quote in advance means approval arrives before work begins. With the approved quote linked to the work order, the technician travels with a clear scope.
What quote data tells you about pricing
Which quotes get approved and which are rejected forms a pattern over time, and that pattern lets you base pricing on evidence.
A job type with a low approval rate is either priced too high or explained poorly in the quote. Either way it is a fixable problem — provided it is visible.
How to get started
Create a quote from the work order
Open a quote linked to the work order after the survey.
Enter the lines
Add labour and parts lines with quantities and prices.
Send it to the customer
Deliver the prepared quote.
Record the approval
Approval or rejection is recorded, and approved quotes link to the work order.
Frequently Asked Questions
Can I link a quote to a work order?
Yes. Approved quotes link to the relevant work order and can be compared with the work performed.
Do parts prices fill in automatically?
Selecting from your defined parts brings the price prefilled; you can change it on the quote if needed.
Is quote approval recorded?
Yes. Approval or rejection is recorded with its status.
Can I see my quote conversion rate?
Yes. Which quotes were approved is reported.
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