The service quote module lets you create & send maintenance proposals and/or once-off install & project quotes to clients and prospects.
Service Quotes can be used for:
Adding additional routine maintenance for an existing property.
Renewing a property's contract with new or existing pricing.
Quoting routine maintenance on a new property.
Just maintenance, by filling in either the Fixed Routine table or the Do and Charge table, depending on the type of billing you do.
A once off job, install or major project works, by filling in the Required Work table
A combination of the above
Once a service quote has been approved, small repairs, projects and/or maintenance can be created straight from the quote, making property and/or project setup a breeze.
Setting up service quoting
Enable the module
Ensure your workspace has the Service Quoting module enabled. If you are unsure, please contact our support team.
Setup the Control Panel Settings
Select your default template for service quotes in your control panel
Ensure permissions are set
Please ensure the following permissions are enabled on the applicable security groups in your workspace.
Can create, update and delete service quotes | Allows office staff to:
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Can view pricing information | Allows office staff to:
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How to create a Service Quote
1. From the side menu, click Service Quotes > Create Service Quote.
You'll be taken to a setup page to provide initial details.
1. From the side menu, click Service Quotes > Create Service Quote.
You'll be taken to a setup page to provide initial details.
2. Fill in the fields. All mandatory fields will have a red asterix next to it.
See below for an explanation of the fields you can fill out on this page.
Fields you may want to fill out (click to expand)
Fields you may want to fill out (click to expand)
Ref (required) | Quote reference number (automatically generated and sequenced by Uptick) |
Description | Describe the service you are performing in a short sentence such as Inspection and Testing Proposal or CCTV System Installation.
This appears on the quote's header page sent to your prospect or client. |
Template (required) | Choose the service quote template to be used. The default template will be automatically selected as one of Uptick free, template offerings unless manually changed. |
Review Date | Provide a date for the Service Quote to be reviewed. Usually, people use this as a date to send a reminder on unapproved quotes. |
Expiry Date (required) | When the quote is no longer valid.
The quote will automatically go into the EXPIRED status once this date has been reached. |
Supervisor | This field will generally be used for project quotes where you want to assign a supervisor. |
Salesperson | Responsible for the sale of the quote, used in reporting dashboards, and receives updates on quote approval or rejection.
If a salesperson is nominated in this field, they will be the default recipient of any replies you may get from clients from the quote. |
Author | Who created the quote, may be helpful for reporting. |
Tags | Tags are a great way to label quotes in any way you like.
You can set up personalised service quote tags via Control Panel > Service Quotes. |
Custom fields | You can set up custom fields on a service quote to help you add specific information that you want to start storing on service quotes.
This information can either be filtered upon in the service quote list, just there for general reference or you can pay for those fields to be pulled onto the quote your client sees. |
Scope of Works | Outline of the works to be done. This information can be populated with pre-made text snippets to help you format your quotes in a particular way or just save time with common SoWs. |
Terms and Conditions | Provide any extra terms for this particular quote that are not a part of your usual T&Cs.
Text snippets for common inclusions can also be set up.
Your base T&Cs should be set up in Control Panel > Service Quotes. |
Internal Note | Notes related to the quote which are only visible to staff. |
Property (required) | For each quote, you choose either option:
Link to an existing property Search and select an already existing property.
OR
Describe new property Define a new property. The property can be created in Uptick if the Service Quote gets approved. Please remember to select Branch if you use them. |
Client (required) | For each quote, you choose either option:
Link to existing client Search and select an already existing client.
OR Describe new client Define a new client. The client can be created in Uptick if the Service Quote gets approved. |
Once you have filled in all the fields, click 'Save Service Quote'.
Once you have filled in all the fields, click 'Save Service Quote'.
Now you can begin to populate your Service Quote.
3. Fill in the applicable sections for your quote.
Required Work
Required Work
Product | Description | Quantity | Cost Price | Sell Price |
Please type to search and then select the product you want to add to your service quote | This is the description for your chosen product | This is the quantity you are quoting for | This is the cost price. | This is the sell price for your product. This is the amount that will show on your service quote |
Tips for Required Works table
Best used for quoting small repairs, minor works or projects
Read the below tips for making the most of the Required Works table
Read the below tips for making the most of the Required Works table
To the Required Works table, simply add any material, labour, equipment and/or expense products needed to complete the works depicted in this quote. These products will be used to build out tasks if the quote gets approval. Staff with access to the quote will be able to see the breakdown of pricing you've listed, however, itemisation can be hidden from your client or prospect depending on the service quote template you are using on this quote.
The Cost & Sell price will be set depending on your default pricing structure, just like all our other tables throughout the system. You can tweak the Markup individually or in bulk by copy-pasting values to different cells. The Sell price will react accordingly.
If this quote is approved, the client, property and task can be created straight from the quote, streamlining the setup of the upcoming tasks in your system.
Included fixed routine
This table will allow you to input just an Annual price for each routine. This table should be used to quote maintenance which will be billed on a set reoccurance (e.g. monthly) using the Fixed billing workflow if approved.
Included fixed routine
This table will allow you to input just an Annual price for each routine. This table should be used to quote maintenance which will be billed on a set reoccurance (e.g. monthly) using the Fixed billing workflow if approved.
Routine Service | Routine Service Levels | Description | Estimated Duration | Annual Price |
Please type to search and then select the routine service you want to add to your service quote | Please type to search and then select the routine service level you want to add to your service quote | This is where you can put a description of the service you are providing | This represents the budgeted labour for each level on this row | This is the price per annum for carrying out this fixed routine |
Tips for using the Included fixed routines table
Best used when quoting maintenance for a new or existing property
Included Do and Charge routines
This table will allow you to input a price Per Asset or Per visit, if you do not have an all encompassing Annual price for your services.
Included Do and Charge routines
This table will allow you to input a price Per Asset or Per visit, if you do not have an all encompassing Annual price for your services.
Routine Service | Routine Service Levels | Description | Estimated Duration | Per Visit Price |
Please type to search and then select the routine service you want to add to your service quote | Please type to search and then select the routine service level you want to add to your service quote | This is where you can put a description of the service you are providing | This represents the budgeted labour for each level on this row | This is the price you will quote for per visit |
Asset Count | Per Asset Price | Annual Price |
This is the number of applicable assets for your quoted price | This is the price oer asset you will quote for | This is the estimated annual price based on the Per Visit Price, Per Asset Price and Asset Count you inputed |
Tips for using the Included Do and Charge routines table
Best used when quoting maintenance for a new or existing property
The Included Do and Charge routines table will allow you to input a Per Asset Price and a Per Visit Price, just like billing contracts. We recommend also adding a quantity (estimated asset count), especially if you have any Per Asset Price set. This will ensure we can calculate the quote's annual maintenance price for your client, while also helping justify payment if the asset count increases after the first site visit.
The Included Do and Charge routines table will allow you to input a Per Asset Price and a Per Visit Price, just like billing contracts. We recommend also adding a quantity (estimated asset count), especially if you have any Per Asset Price set. This will ensure we can calculate the quote's annual maintenance price for your client, while also helping justify payment if the asset count increases after the first site visit.
This table should be used to quote maintenance which will be billed using the Do & Charge billing workflow if approved.
To calculate & display the annual maintenance price for the Do & Charge table to clients, we must consider any superseding which has been set up on the routine levels.
In the above example, the Annual Extinguisher visit supersedes the 6 Monthly Extinguisher visit and hence the following calculation is done:
10 assets x $5 x 2 visits a year = $100
$100 x 2 visits a year = $200
Total annual price = $300
Staff with access to the quote will be able to see the breakdown of maintenance pricing you've listed, however, this itemisation can be hidden from your client or prospect depending on the service quote template you are using on this quote.
4. You can now select from a range of actions such as previewing your quote or adding documents
Previewing your quote
Click on 'Preview Quote' to see an example of the PDF version of your quote
Click on 'Preview Quote' to see an example of the PDF version of your quote
Adding a document to a service quote
Click on 'Documents' and upload your file by dragging and dropping a file from your computer or clicking 'select files'.
Click on 'Documents' and upload your file by dragging and dropping a file from your computer or clicking 'select files'.
Documents can also be uploaded and stored against the quote. Any documents uploaded can be optionally sent to your client alongside the quote. Examples of documents you may want to send to clients are floorplans, acceptance forms, diagrams etc.
Once you've finalised your pricing & uploaded all your documentation, you are ready to send the quote to your client.
5. Click 'Preview email and send'
NOTE: Clicking the arrow next to this button will provide additional status options for this quote:
1. Mark as Finalised if it's part of your process to finalise quotes before sending them
2. Mark as Sent, which will set the status to SUBMITTED, but won't send an email to your client (use this if the quote is being sent outside of Uptick)
5. Click 'Preview email and send'
NOTE: Clicking the arrow next to this button will provide additional status options for this quote:
1. Mark as Finalised if it's part of your process to finalise quotes before sending them
2. Mark as Sent, which will set the status to SUBMITTED, but won't send an email to your client (use this if the quote is being sent outside of Uptick)
6. Once you click Preview email and send, a draft email will pop up, pre-formatted according to the email template you have set up for service quotes. During this step, you can edit the body/subject, modify/add recipients, and select any documents you previously uploaded to the quote to send as attachments.
6. Once you click Preview email and send, a draft email will pop up, pre-formatted according to the email template you have set up for service quotes. During this step, you can edit the body/subject, modify/add recipients, and select any documents you previously uploaded to the quote to send as attachments.
7. Click 'Send Email' to send the service quote. Your recipient will receive an email which contains an online approval link where they can digitally approve the service quote & add optional authorisation details.
7. Click 'Send Email' to send the service quote. Your recipient will receive an email which contains an online approval link where they can digitally approve the service quote & add optional authorisation details.
Any correspondence sent via this quote can be accessed via the Correspondence button on your quote.
Example
Here is what a quote looks like to an internal user of Uptick when all sections are filled in:
How to edit a service quote
Make sure your service quote is in the Draft status
1. Find your service quote and click View
1. Find your service quote and click View
To find your service quote, you can use the search bar in the top right hand corner of your Uptick workspace and type in your quote reference number or name of the quote
2. To edit the service quote details, ensure your service quote is in Draft status and click Update.
2. To edit the service quote details, ensure your service quote is in Draft status and click Update.
In this section, you can edit information such as the expiry date, scope of works, Sales Person, Client or Property.
If your quote is not in Draft status, click on the status to revert back to Draft. You can only do this if your service quote is not in the Complete, Deleted or Voided statuses.
After you have made your changes, remember to click Save Service Quote
After you have made your changes, remember to click Save Service Quote
3. To edit the line items on your quote, make changes directly in the Required Works, Included fixed routines or Included Do and Charge routines.
Double click to edit existing fields, and remember to click Save for the changes to take affect.
Next Steps
FAQs
What do the service quote statuses mean?
How do I know when a service quote is approved?