Quotes

A quote is the agreement in writing before you touch the bike: this work, these parts, this total. You want one when the job isn't trivial, when the customer needs to think about it, or when you want a ceiling on what gets spent.

Every quote has a number (P-0001, P-0002, …) and a status. The page lists them all, with filters at the top: All, Draft, Sent, Accepted, Rejected, Converted. Clicking a row opens the lines inline, without leaving the page.

When a quote is worth making#

Not every job needs one: for a service booked in advance you just open a work order.

A quote earns its keep when:

• the customer has to decide between repairing and replacing the bike;
• the amount is big enough to deserve a written "yes";
• you want work added later to require their explicit approval. That's the most useful side effect: an order born from a quote treats every subsequent line as an extra to be approved.

Creating the quote#

The New quote button opens the editor.

1. Pick the customer and the bike

   The customer is required. Once chosen, the bike list fills with theirs.

2. Set the validity

   The Valid until field is the date after which the quote no longer stands. It's optional, but it's what saves you the "the price you gave me six months ago" phone call.

3. Add the lines

   Each line is either Labour or a Part. On labour lines the field suggests entries from your service catalog and, when you pick one, fills the price in for you. On part lines the field searches your stock by name or code and shows quantity on hand and price.

4. Apply a discount, if needed

   The discount applies to the whole quote: as a percentage or as a fixed amount.

5. Write the notes

   Notes for the customer appear on the quote and in their app. Internal notes stay inside the workshop: the customer never sees them, they're for you and your colleagues ("part to be ordered", "non-standard spokes").

The 👁 button next to the lines shows or hides the purchase cost and margin on parts. It's a single switch for the whole app: keep it off when the screen is facing the customer.

If your service catalog is empty, the field still offers a list of common jobs with indicative prices. Filling it in once, in Service catalog, saves time on every quote after that.

Sending it and following up#

A newly created quote is a Draft: it exists only for you.

Send to customer moves it to Sent and makes it appear in the customer's app, with a notification.

From there it goes one of two ways:

• the customer decides, accepting or rejecting from the app: the acceptance signature stays recorded on the quote;
• you decide, with the Accepted / Rejected buttons, when the yes came in person or over the phone. In that case your name and the moment of the decision are recorded.

Either way, opening the quote tells you who decided and when.

Turning it into a work order#

An Accepted quote shows a Create order button. Clicking it:

1. creates a new work order for that customer and bike;
2. copies every quote line into it, with quantities, prices and any discount;
3. moves the quote to Converted and keeps it linked to the order;
4. takes you straight to the order it just created.

From then on the quote can't be edited, and its row in the list shows a button through to the order. On the order, the activity timeline carries an Order generated from quote entry with the reference and the name of whoever converted it.

Common problems#

An accepted quote becomes an order: the rest of the work is described in Work orders.