Module Dependencies: Service Quotes
Overview
The Service Quotes module is a cornerstone of the sales and operations workflow in Uptick. It is used to generate proposals for new work, including one-off jobs (minor works, repairs), large-scale installations (projects), and recurring maintenance services. A correctly configured Service Quote is the starting point for creating tasks, projects, and billing contracts, ensuring a seamless flow of data from the initial sale to job execution and final invoicing. Misconfiguration at the quote stage can have significant downstream impacts on scheduling, project management, and billing accuracy.
Related modules
High impact:
Clients & Properties
Product Catalogue
Tasks
Invoicing
Projects
Medium impact:
Billing Contracts (Fixed and Do & Charge)
Routines
Accounting Integrations (e.g., Xero, QuickBooks)
Low impact/Optional enhancers:
Control Panel (Service Quoting Settings)
User Permissions & Security Groups
Text Snippets
Recommended configuration sequence
Foundation Data Setup (Clients, Products, Accounting) — Rationale: Before a quote can be created, the system needs fundamental data. A Client and Property must exist to assign the quote to. The Product Catalogue must be populated with materials, labour, and other chargeable items to build the quote's line items. The Accounting Integration must be connected to ensure correct tax handling.
Service Quote Creation and Approval — Rationale: With foundational data in place, users can build the Service Quote, adding line items from the Product Catalogue and defining the scope of works. The quote is then submitted to the client for approval. This step is critical as the quote becomes locked after approval, and subsequent objects are created based on this approved data.
Downstream Object Creation (Tasks, Projects, Contracts) — Rationale: Once a quote is approved, it is manually actioned to create the necessary operational objects. This can include creating Tasks for technicians, generating a Project for large installations, or setting up recurring Billing Contracts and Routines for new maintenance agreements. This sequence ensures that work is only scheduled and billed after the client has formally approved the costs.
This module depends on…
Clients & Properties
— Placement:Customer Data > ClientsandCustomer Data > Properties.
— Impact: High
— If missing: A Service Quote cannot be created. The system requires a quote to be linked to a client and property, though these can be created on-the-fly from the quote creation screen.
Pre-reqs: None, but creating the client/property first is best practice to avoid duplicates.Product Catalogue
— Placement:Billing > Product Catalogue.
— Impact: High
— If missing: Users cannot add itemized "Required Work" (materials, labour, expenses) to the quote. The quote will have no priced line items for one-off jobs or projects.
Pre-reqs: Products, with their cost and sell prices, must be defined.Accounting Integration
— Placement:Control Panel > Accounting.
— Impact: Medium
— If missing: Tax codes will not be available, and invoices generated from the quote will not sync to an external accounting system. For US region, tax options default to "TAX" or "EXEMPT" without an integration.
Pre-reqs: An active integration with a supported accounting partner (Xero, QuickBooks, MYOB, etc.).User Permissions
— Placement:Control Panel > Security Groups.
— Impact: High
— If missing: Users without the "Can create, update and delete service quotes" and "Can view pricing information" permissions will be unable to create, edit, or view the financial details of service quotes.
Pre-reqs: Security groups must be configured for relevant user roles.Service Quote Templates
— Placement:Control Panel > Document Templates.
— Impact: Low
— If missing: Quotes will be generated using a basic system default template. Custom branding or specific layouts (e.g., totals only vs. itemized) will not be available.
Pre-reqs: Custom document templates must be created by the Professional Services team or configured by an admin.Text Snippets
— Placement:Control Panel > Snippets.
— Impact: Low
— If missing: Users cannot quickly insert pre-written text into the "Scope of Works" or "Terms and Conditions" fields, requiring manual entry for each quote.
Pre-reqs: Snippets must be created and saved in the Control Panel.
Modules that depend on this module…
Projects
— Impact: High
— If misconfigured: A project cannot be created at all. The Projects module is entirely dependent on an approved or completed Service Quote as its starting point. Recovery: The Service Quote must be corrected. If the quote was already completed, it may need to be voided and duplicated to make changes.Tasks (for Quoted Work)
— Impact: High
— If misconfigured: Incorrect work will be scheduled. Tasks for new installations or repairs are generated directly from the "Required Work" line items of the approved quote. Errors in products, quantities, or descriptions on the quote will flow directly into the task sent to the technician. Recovery: The task can be updated manually, but for major errors, it's better to correct the quote, void the old task, and generate a new one.Billing Contracts
— Impact: High
— If misconfigured: Incorrect recurring revenue will be generated. New Fixed or Do & Charge billing contracts for maintenance are created from the "Included Routines" sections of a completed Service Quote. Errors in the annual price or routine scope will lead to incorrect contract values. Recovery: The billing contract must be manually edited after its creation.Invoicing
— Impact: High
— If misconfigured: The client will be billed incorrectly. Invoices for one-off work are generated from the task, which pulls its chargeable items from the approved Service Quote. Any pricing errors on the quote will result in an incorrect final invoice. Recovery: The draft invoice can be edited before sending, but this is a manual fix. The best practice is to ensure the source quote is accurate.Routines
— Impact: Medium
— If misconfigured: Incorrect maintenance schedules will be created on the property. Routines are created and added to a property based on the "Included Routines" defined in the completed Service Quote. Recovery: Routines can be manually edited on the property's Routines tab after creation.