Setup
You will need the Defect quoting module turned on in your workspace. If you do not see this in your main menu, reach out to [email protected].
You will also need the following permissions in your security group: Can view defect quotes.
Click here to learn about permissions and security groups.
Defect Quote statuses
Add a timeline note with details when using Mark as Manually Submitted, Mark as Manually Approved, Mark Approved, Mark Declined, or Mark Actioned (without creating a task) to maintain an audit trail.
When created, a defect quote is set to Draft, the only status that allows editing details and line items, and using Quote Builder.
Choose Revert to draft to edit the defect quote, which is only available for Finalised, Submitted, Approved, Declined or Expired statuses.
Select Finalise from the status dropdown to move the defect quote to the Finalised status, allowing review before submission or access to Mark as Manually Submitted and Mark as Manually Approved options.
To skip this step, select Finalise and submit (sends email) to move it directly to the Submitted status.
Move the defect quote to the Submitted status
Select Finalise and submit (sends email) for the draft defect quote.
Select Submit (sends email) or Mark as manually submitted for the finalised defect quote.
A defect quote moves from Submitted to Approved automatically when the client approves it via the approval link.
To bypass client approval, select Mark Approved on the Finalised or Submitted defect quote.
A defect quote moves to Actioned automatically if Mark quote as Actioned is ticked when creating a repair task.
Choose Mark actioned (without creating task) to transition to Approved without task creation.
Move the defect quote to Deleted status from Draft or Finalised by selecting Delete in the status dropdown.
Deleted quotes are hidden from the defect quotes page by default but remain accessible and included in the task process history.
Select Void in the status dropdown to move the defect quote to Voided status, available only for Submitted, Approved, Actioned, Declined or Expired quotes.
Voiding a quote functions like deleting in terms of searchability and visibility.
The defect quote is transitioned from Submitted to Declined automatically when the client declines it via the approval link.
To manually decline a quote, select Mark declined on the Submitted defect quote.
A defect quote moves from Submitted to Expired automatically when it reaches the expiry date.
To expire a Submitted defect quote manually, select Expired.
Expired defect quotes cannot be approved or declined by the client. To allow a response, Revert to Draft and resubmit the defect quote.
Configuring Defect Quote Notifications
Defect quote email notifications can be customised to streamline communication and ensure the right team members or recipients receive timely updates.
Follow the steps below to configure these settings:
Send Notifications to Specific Contacts by Client or Property
You can assign specific recipients to receive defect quote emails based on either the client or property.
Client-Level Configuration:
Navigate to the Client page.
Click Edit, then go to the Quoting tab.
Enter the relevant email addresses in the Email To or Email CC notification field.
Property-Level Configuration:
Navigate to the Property page.
Click on Contacts.
Add or select the property contact responsible for defect quote notifications.
Enable Defect Quoting Notifications for that contact.
Update the Reply-To Email Address
To control which inbox receives replies to defect quote emails:
Go to Control Panel > Email Templates.
Select the appropriate Defect Quote template.
Click Edit.
If available, update the reply-to-string field with the preferred email address.
This ensures all responses are directed to the correct contact.