Quotes and Customer Approval
Use this page to build a quote, get the customer's yes or no online, and turn an accepted quote into a job.
Quick steps
- Go to Service Jobs → Quotes and click New Quote. Type a Title, pick the Customer, set Valid Until if you like, and click Create Quote.
- Under Add Line Item, add each charge (Labor, Material or Expense, name, quantity, price) and click Add.
- Click Send to Customer. Click Copy next to the Customer Approval Link and send the link to the customer by email or text.
- The customer taps Accept Quote or Decline on that page. If they tell you in person, click Mark Accepted or Mark Declined.
- When the quote is Accepted, click Convert to Job and confirm. The job opens, ready to schedule.
Send to Customer doesn't email anything. It marks the quote as sent and makes the link — you send the link yourself.
Common questions
Can I change a quote after sending it? No. Once sent, it is locked. You can only edit or delete a quote while it's a Draft.
Does the customer need an account? No. The link works on its own.
What happens after the Valid Until date? If the customer hasn't answered, the quote becomes Expired and can't be accepted.
Does the job get the site address? No — a quote has no address. Click Edit on the new job and add it.
More detail: creating a quote
A quote is an estimate you give a customer before you start the work. When they say yes, it becomes a service job with every line already filled in.
Create a Quote
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Click New Quote.
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Fill in:
Field What to enter Title Required, for example "Kitchen renovation estimate". Customer Pick the customer. Type part of a name, phone number or email to search all your customers. Valid Until Optional. The last day the price holds. Description Scope of work, terms and so on. -
Click Create Quote. It gets a number like QTE-20260930-0001 and starts as a Draft.
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On the quote's page, add lines under Add Line Item — Labor, Material or Expense, the item name, quantity and price — and click Add.
Subtotal, tax and total are worked out as you add lines. Untick Taxable under the form for a line that shouldn't be taxed. While the quote is a draft, each line has a small Taxed · make tax-free / No tax · make taxable link under its name to switch it. Each line keeps its tax setting when the quote becomes a job.
While the quote is a Draft you can Edit it, remove lines, or Delete Quote. Once it has been sent, it is locked.
More detail: sending, printing and the customer's approval page
Send It to the Customer
Click Send to Customer. The quote becomes Sent, and a Customer Approval Link box appears with a Copy button: "Share this link with the customer to accept/decline."
Send to Customer marks the quote as sent and creates the link — it doesn't send anything. Copy the link and send it to the customer yourself, by email or text.
You can also click Print for a QUOTE / ESTIMATE page with Prepared For, the lines and totals, "By accepting this quote, you agree to the scope of work described above." and lines for Customer Signature and Authorized By. Use Print / Save PDF to print it or save a PDF.
The Customer's Approval Page
The link opens a page with your store's quote: its status, description, lines, subtotal, tax, total and Valid until date. While the quote is waiting for an answer, it has two buttons:
- Accept Quote — the customer sees "Quote accepted! We will be in touch to schedule the work." and the quote becomes Accepted.
- Decline — after "Are you sure you want to decline this quote?", the quote becomes Declined.
The customer doesn't need an account. Once the quote has been answered (or has expired), the link still opens and shows the quote with its new status, but without the buttons.
Expiry
If the quote has a Valid Until date and the customer hasn't answered by then, it becomes Expired. This happens once a day automatically, or as soon as the customer opens the link after the date. A customer who tries to accept an expired quote sees "This quote has expired. Please contact us for an updated estimate."
Answered by Phone or in Person?
While a quote is Sent, its page has Mark Accepted and Mark Declined, so you can record an answer the customer gave you directly.
More detail: converting to a job, and quote statuses
Convert to a Job
When a quote is Accepted, click Convert to Job and confirm "Convert this quote to a service job? All line items will be copied."
- A new service job is created for the same customer, with the quote's title, description and every line item.
- The job starts as Approved, ready to schedule. It appears under Unscheduled Jobs on the Schedule.
- The quote becomes Converted and shows a Linked Job link.
The job page opens so you can assign staff and schedule it. The job doesn't copy the quote's site address — there isn't one on a quote — so add it with Edit.
Quote Statuses
| Status | Meaning |
|---|---|
| Draft | Being built. Can be edited or deleted. |
| Sent | Waiting for the customer's answer. The approval link works. |
| Accepted | The customer said yes. Ready to convert. |
| Declined | The customer said no. |
| Expired | Passed its Valid Until date without an answer. |
| Converted | Turned into a service job. |