Setup
You will need the Service 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 create, update and delete service quotes.
Can view pricing information.
Click here to learn about permissions and security groups.
Service Quotes can be used for adding or renewing routine maintenance, quoting for new properties, handling one-off jobs or major projects
How to create a service quote
1. From the side menu, click Service Quotes and then Create Service Quote.
2. Provide Expiry Date and Scope of Works.
3. Scroll down to link to an existing Property/Client or create a new Property and/or Client and click Save Service Quote.
Required work (once-off install, projects or minor works)
1. Click Create new item, then double-click under the Product column to select a product.
2. Select a product from the list using search by name or filter by supplier, category, sub-category or type.
3. Adjust Description, Quantity, Cost Price and Sell Price, and click Save changes.
Included fixed routines (routine maintenance with an annual price for fixed recurring billing)
1. Click Create new item, then double-click under the Routine Service column.
2. Start typing to search by Routine Service name and select an applicable routine.
3. Adjust Routine Service Levels, Description, Estimated Duration and Annual Price, and click Save changes.
Routine Service Levels: Remove the default enabled levels set on Routine Service Level Types or add additional levels.
Description: To appear on the Service Quote which can be prepopulated if a routine service type is linked to a labour rate.
Asset Count: Number of assets covered by this quote.
Estimated Duration: The budgeted labour in minutes for each level on this row.
Annual Price: The price per annum for carrying out this fixed routine.
Included Do and Charge routines (per asset price and/or a per visit price for do&charge billing)
1. Click Create new item, then double-click under the Routine Service column.
2. Start typing to search by Routine Service name and select an applicable routine.
3. Adjust Routine Service Levels, Description, Asset Count, Estimated Duration, Per Asset Price and Per Visit Price, and click Save changes.
Routine Service Levels: Remove the default enabled levels set on Routine Service Level Types or add additional levels.
Description: To appear on the Service Quote which can be prepopulated if a routine service type is linked to a labour rate.
Asset Count: Number of assets covered by this quote.
Estimated Duration: The budgeted labour in minutes for each level on this row.
Per Asset Price: Quoted price per asset.
Per Visit Price: Quoted price per visit
Annual Price: Estimated annual price (based on Per Visit Price, Per Asset Price, and Asset Count provided)
Available fields on a service quote:
Available fields on a service quote:
Ref: Auto-generated quote number.
Template: The default template from Control Panel > Service Quoting, unless changed.
Expiry date: The quote expires on this date and moves to EXPIRED status.
Property: Link to an existing property or define a new one to be created upon approval.
Client: Link to an existing client or define a new one to be created upon approval.
Scope of Works: Outline work details with optional use of pre-made text snippets for efficiency.
Description: Brief service summary (e.g., “Inspection and Testing Proposal”) that appears on the quote header.
Review date: Set a review date to filter and identify quotes that may need follow-up with clients.
Supervisor: Typically used in project quotes to assign a supervisor.
Salesperson: Responsible for the sale of the quote, used in reporting dashboards, and receives updates on quote approval or rejection.
Tags: Label quotes with personalised tags via Control Panel > Service Quoting
Terms and Conditions: Add extra terms beyond the default T&Cs from Control Panel > Service Quoting. Text snippets for common inclusions can also be set up.
Internal note: only visible to staff.
Tips and considerations for creating service quotes
Templates
Staff can see the full pricing breakdown, but itemization can be hidden from clients based on the service quote template used.
Section | Template comparison (Itemised vs Totals only) |
Required Works |  |
Included fixed routines |  |
|
|
Variety of products
You can add materials, labor, equipment, and expenses to the Required Works table to build tasks if the quote is approved.
Markup
Cost & Sell Price follow default pricing rules, but markup can be adjusted individually or in bulk by copy-pasting, with the Sell Price updating automatically.
Description of routine servicing
Update a routine service type to auto-populate the description of a labour rate to the service quote line item. Please note, this will not pull through the sell price from your product catalogue. Please specify your sell price in the corresponding fields on the quote.
Asset count
Adding an Asset Count is recommended, especially if using a Per Asset Price, to help calculate the annual maintenance price and justify payment if asset counts increase.
Superseding levels
Annual maintenance price calculation considers any superseding routines set at the routine level.
In this example, the Annual Extinguisher visit supersedes the 6 Monthly Extinguisher visit, leading to the following calculation:
10 assets x $5 x 2 visits a year = $100
$100 x 2 visits a year = $200
Total annual price = $300
How to edit a service quote
The service quote can only be edited in Draft status. If it’s not in Draft, click the status to revert it, but this is only possible if the quote is not Complete, Deleted, or Voided.
Service quote details
1. Open a service quote and click Update.
2. Edit details such as the expiry date, scope of works, Sales Person, Client or Property and click Save Service Quote.
Service quote line items
1. Open a service quote and make changes to the line items by double-clicking on the cell in the sections Required Works, Included fixed routines and Included Do and Charge routines.
2. Remember to click Save Changes for each of amended sections.
How to finalise and submit a service quote
1. Click Preview Quote to preview the PDF or Documents to upload files.
Uploaded documents, such as floorplans, forms, or diagrams, can be sent with the quote. These will also be on any tasks you create from the approved service quote.
Documents cannot be viewed by field staff or contractors; only office staff who view the task on the web can.
2. Click Preview email and send or the arrow next to it to access Mark as Finalised and Mark as Sent options.
• Mark as Finalised if finalizing quotes before sending is part of your process.
• Mark as Sent to set the status to SUBMITTED without emailing the client (for quotes sent outside Uptick).
3. If sending the service quote via Uptick, adjust the content, recipients, and attach previously uploaded documents to the draft generated from the email template, then click Send Email.
You can edit the recipients and select from a drop down menu of Client contacts, Property Contacts and Client Primary or Requirement Contacts.
 | Client Contact |
 | Property Contact |
| Client Primary Contact, Other Requirement Contact or additional contact |
The correspondence sent for this quote is accessible via the Correspondence button.
A Service Quote can include any combination of Required Works, Included Fixed Routines, and Included Do & Charge Routines.
Disclaimer
Due to email browsers privacy protections, email read status may not always be accurate
Video: Creating a maintenance quote
Video: Creating an install quote