Quote record
What it's for
A quote record is one quote in full: the options offered, what each includes, the terms and financing attached, and what it turns into once accepted. It is the screen where a recommendation becomes a signed job.
Reach it by opening any row on Customers → Quotes. The route is
/proposals/<proposal>.
Versions
Once a quote is sent, every office edit keeps the version the customer was
shown. The Versions section lists the current version first, then each
earlier version with the date it was replaced, who edited it and its total.
Badges mark the Current version, the version the Customer saw last and
the Approved version. Open an earlier version to see it read-only, exactly
as the customer saw it, at /proposals/<proposal>/versions/<number>. Use the
previous and next arrows to step between versions (Past quote version). Old versions can't be
edited or restored.
Tabs
The record has no tabs. Options and their line items are the body; the summaries and terms are side panels.
Panels and controls
Options
A quote can carry several priced options — the good/better/best pattern — or a single one. Add tier creates an option, Rename names it ("Tier name"), and Remove takes one away. Each option's lines show Description, Kind, Qty, Unit Price, and Total. On a project quote (Becomes on approval set to Project), editing a line also shows Phase. Lines that share a phase become one project phase when the quote is approved. Leave Phase blank and they group under General. The phase name shows beside the description. Line items come from the price book or are added ad-hoc. When the company has an active surcharge, Add surcharge adds one as a fee line badged Surcharge. The amount is the percent of that option's items and discounts, or the flat amount, from Price Book. It is hidden when none are active, and an approved, declined, or expired quote refuses it. Single-option quote and No option accepted yet are the two empty states, and both are honest statements rather than errors.
Side panels
- Quote — Number, Valid until, and Originated from (the inspection, job, or unit that started it).
- Customer and Unit Being Replaced — Type, Make / Model, Serial, Age, Refrigerant, Warranty.
- Totals — Subtotal, Tax, Total.
- Deposit — Status, Amount, and Amount due.
- Terms — Install window ("3-5 business days") and the quote warranty ("10-year parts and labor").
- Financing — Monthly from and the Lender ("Synchrony"), which is what turns a large number into a decision a customer can make.
- Rental term — Term start, Term end, and the Daily, Weekly, and 28-day rates, on a rental quote.
- Internal approval — where your company requires a quote to be approved before it can go out.
- Cost classification — the Department the work is booked to.
Sending and accepting
Approve to send clears internal approval, Send to customer delivers it, and Generate share link produces a link the customer can open without an account. Approve on customer's behalf records which option they chose.
Converting
Once accepted, the quote becomes the thing it was quoting: Convert to Job, Convert to Service Agreement, Convert to Rental Agreement, Convert to Project, or Convert to Invoice. If a conversion fails, Retry conversion picks it up rather than leaving you to rebuild the record by hand.
Duplicate copies the quote as a new draft; Archive retires it.
What it accepts
| Field | Format | Required | Rule |
|---|---|---|---|
| Tier name | Free text | Yes, per option | |
| Qty | A number | Yes, per line | |
| Unit price | Dollars | Yes, per line | |
| Term start / Term end | Dates | Yes, on a rental quote | |
| Committed term end | A date | No | The end of the committed minimum, where one applies |
| Vendor PO | Free text | No | For a re-rented unit |
| Additional rental units | Pick units | No | |
| Install window | Free text — "3-5 business days" | No | Shown to the customer |
| Quote warranty | Free text — "10-year parts and labor" | No | Shown to the customer |
| Financing lender | Free text — "Synchrony" | No | |
| Non-compete override reason | Free text | Only on a covered site | Required before the quote can proceed |
How to configure it
- Quotes settings decide the default terms, validity, and whether internal approval is required.
- Deposits settings decide whether a deposit can be requested.
- Price book settings supply the catalogue and the pricing tier.
- Rentals settings supply the rate tables a rental quote is priced from.
- Departments decide what the cost classification picker offers.
Who can see it
This screen sits behind the Quotes area.
Owners, office managers and dispatchers can open it. Technicians cannot. A customer sent a share link sees the customer view, not this record. The gate is checked on the server, not just hidden in the sidebar, so a direct link does not get around it.
The full role matrix is on Roles & permissions.