The service quote module lets you create & send maintenance proposals and/or once-off install & project quotes to clients and prospects.
Contract renewals & any additional routine maintenance for existing properties can also be quoted in this module.
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
There is a permission that you would need to switch on for staff to use this module:
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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Creating a new service quote
From the side menu click Service Quotes > Create Service Quote. You'll be taken to a setup page to provide initial details. See below for an outline of the fields you can fill out on this page.
Ref | 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 | 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Expiry Date | When the quote is no longer valid.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. |
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. |
Quoting maintenance and repairs
Once a quote is saved, you can then start building out what you want to quote for.
You can raise a quote for:
Just maintenance, by filling in either the Fixed Routine table or the Do and Charge table, depending on the type of billing you do.
Just repair, install or major project works, by filling in the Required Work table.
Both!!
Here's an example of what a quote looks like for internal staff when both sections are filled in:
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.
Quoting small repairs, minor works or projects
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.
Quoting maintenance for a new or existing property
Service Quotes can be used for:
Quoting routine maintenance on a new property.
Adding additional routine maintenance for an existing property.
Renewing a property's contract with new or existing pricing.
It's up to how your business invoices maintenance on whether you use the Fixed Routine table, the Do and Charge Routine table or both on a service quote.
The Included fixed routines 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 using the Fixed billing workflow if approved.
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.
Finalising & sending a Service Quote
Once you've finalised your pricing & uploaded all your documentation, you are ready to send the quote to your client.
Click Preview email and send.
NOTE: Clicking the arrow next to this button will provide additional status options for this quote:
Mark as Finalised if it's part of your process to finalise quotes before sending them
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)
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.
Click Send Email to send the service quote.
Any correspondence sent via this quote can be accessed via the Correspondence button on your quote.
Getting a Service Quote approved
Once an email is previewed, finalised and sent to them via the service quoting module, they will receive an online approval link where they can digitally approve & add optional authorisation details.
If you end up getting approval not via the online link, you can approve a submitted quote yourself by either:
Clicking the status drop-down on the top, left of your quote and manually changing the quote status to APPROVED.
Clicking the Approval Link hyperlink on your quote and approving the quote via the online approval link yourself. This lets you add the client's authorisation details.
Sending quote reminders
Reminder emails for service quotes can be sent manually via the individual service quote or in bulk, via the service quote list’s bulk edit. The Sales Person will be the recipient of any replies that are sent back from your client.
Managing an approved quote
The quote will either automatically go into the APPROVED status when approved by the client via their digital approval link or you can manually move the quote yourself.
Any approval docs attached by the client will be accessible by clicking on the Documents button.
To complete the service quote, click on the status and change it to COMPLETED.
Changing a service quote into a COMPLETE status initiates the system to:
Create the client if it doesn't exist in the system yet.
Create the property if it doesn't exist in the system yet.
Adds all the routines that are not on the property currently, to the property.
Creates a repair task with the 'Required Work' products attached to that task.