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 see all tasks
Can view defect quotes
Can create quotes
Can view pricing information
Can change quotes
Can send dispatches
Click here to learn about permissions and security groups.
How to create a draft defect quote
From a task
1. Navigate to Task list and view a task you wish to quote.
You can use the Needs Quoting filter to find tasks which need a quote.
2. In the Process section, click + Create and choose Defect Quote.
When the system believes that tasks need a quote raised*, it will flag so front and centre on the task page.
3. Provide the Scope Of Works (use Snippets to save time) and click Save.
* The system will automatically flag to you when a task needs a quote. It will use the following logic to take the guess work out of it.
The assets serviced on this task have remarks which meet the following conditions:
Remark has been added and is not yet on a defect quote
Remark is on a Declined or Expired defect quote, yet hasn't been marked as Owner Responsible.
Remark is not on an 'active' quote (draft, finalised, submitted or approved quote)
Remark is not on an active task as a repair (Isn't on a performed, complete or inactive task as an Asset Repair)
Remark is not marked as Owner Responsible.
From a property
From the Defects quote page
Navigate to Defect quotes and click + Create defect quote.
Select the Property (the associated client will be selected automatically) and provide the Scope of Works (use Snippets to save time), then click Save.
Available fields on a defect quote
Available fields on a defect quote
Client: Leave blank to inherit Client from Property.
Property: Select an existing property to create the defect quote for.
Expiry date: The quote expires on this date and moves to EXPIRED status. Remarks will stop flagging to you as Needs Quoting on the Remarks list, but will flag to you on the task page when you go to process the next generated task for that asset.
Template: The default template from Control Panel > Defect Quoting, unless changed.
Uptick offers free itemised and non-itemised templates to send to your clients, customisation from there is at a charge.
Description: Short description of the quote for internal or customer reference.
Scope of Works: The complete description of the works to be carried out to be displayed on the quote.
Internal note: Notes will be copied across to the Repair Task created from this Defect Quote.
Due date: Automatically set to one month from the creation date. Used internally for filtering and reporting purposes.
Date: When the quote should be dated, externally and internally. By default, it sets to the Created Date.
Review date: Optionally set a date that can be used to filter on should you need to do any manual followup.
Email template: The email template to be used when sending this defect quote (if not being sent via a Task Dispatch)
Supervisor: Helps with reporting if utilised.
Salesperson: Helps with Defect Quoting Dashboard reporting if utilised.
Service Group: Optional for reporting & task delegation for office and field staff. The Service Group will be inherited by the repair task created from this defect quote.
Tags: Way to further categorise quotes if neede. Create defect quote tags from Control Panel > Defect Quoting.
Severity: Optional for reporting. Select the highest severity of remarks on the defect quote for filtering on the Defect Quoting Dashboard.
How to add line items to the defect quote
1. Click on the Quote Builder to view a list of remarks which the system believes needs quoting*, then Select all in this page and +Add selected to Quote. This action will populate the defect quote line items with the selected remarks.
* The system will automatically figure out what remarks need a quote. It will use the following logic to take the guess work out of it:
Remark has been added and is not yet on a defect quote
Remark is not on an 'active' quote (draft, finalised, submitted or approved quote)
Remark is not on an active task as a repair (Isn't on a performed, complete or inactive task as an Asset Repair)
Remark is not marked as Owner Responsible.
You can optionally filter and quote for remarks which are owner responsible or previously declined or on a expired quote.
2. The line item table below the quote builder is where you now populate products and prices for each issue.
Double-click on the product cell against each remark to open the Product picker. Search the products, and either click the row or the + Add button to select the product. Pricing of that product, using the pricebooks for that property/client will automatically populate.
3. Review and adjust the populated line items by double-clicking the cells in the relevant columns: Asset, Remark, Description, Duration, Qty, Cost, Sell, Markup
4. Click Save changes.
Any line items you haven't saved are lost when you leave the page
Saving changes is available without selection of the product, however the quote can't move out of Draft until every line item has a product set and saved.
Useful tips when managing defect quote line items
The line items can be grouped by Asset, Remark, Location or Product by clicking the radio buttons at the top of the line items (doesn't affect the quote itself).
Use the duplicate icon to add more products, such as labour, to the same remark or the trash icon to remove the line item.
Adjust the markup for all products or products of a specific type in bulk by using the Markup fields located below the line items.
Adding Labour to Defect Quotes
Material products can be setup so that the estimated duration to use/repair that material is set against it. When the material product is then added to a quote, we pre-populate the Duration field with that estimate. The total Duration is totalled at the bottom of the quote. Using that input, estimators can work out how much labour they should be adding to the quote.
The total Duration is also pulled into the repair task to give you an internal, labour estimate to track.
Adding a Labour Charge
The calculated duration does not automatically add a cost to the quote. You need to add a labour product as a separate line item to cover for the time.
After adding your material products, view the total calculated Duration at the bottom of the line items list.
Click the Add product button in the General section of the Quote Builder, or use the duplicate icon on an existing line item.
Search for and select your standard labour rate from your Product Catalogue.
Manually adjust the Quantity of the labour item to match the total estimated duration (e.g., if the duration is 120 minutes, you might set the quantity to 2 for a 2-hour charge).
Click Save changes.
By adding labour as a separate line item, you ensure that your quote accurately reflects both the cost of materials and the time required for the repair.
Select Preview to preview the client facing view of the defect quote.
Upload any supporting Documents to upload files for internal use or to be included when manually sending the finalised quote.
How to send the defect quote to the client
From a task
If you want to send the reports and/or invoie with the defect quote to the client all at once.
1. On the quote, click the blue Draft badge at the top of the page and transition the defect quote to the Finalised status.
2. Click the link to the Originating task.
3. In the Process section, click the Dispatch button.
4. Prepare the dispatch: select reports and the Finalised defect quote, review Quoting Requirements and adjust recipients or the body of the email.
5. Click Dispatch to client.
From the Defects quote page or property
1. On the quote, click the blue Draft badge at the top of the page and transition the defect quote to:
Finalised: Used when the quote:
Requires review before submission;
Exceeds the staff member's authorisation limit;
The email body needs to be edited before sending (select Email to customer on the finalised quote;
You need to edit the recipients the quote is going to send to (select Email to customer on the finalised quote;
Or to Mark as manually submitted. Used when you don't want the email to go to the client through Uptick.
Finalise and submit (sends email): Sends the quote to the relevant client and/or property contacts.
If no contact is set up to receive the quote, the Email to customer email editor screen opens automatically when you click Finalise and submit (send email) — saving a few steps. Type a recipient's email address and send. For the full recipient order, see Who gets emailed invoices, reports and quotes?
Disclaimer
Due to email browsers privacy protections, email read status may not always be accurate
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