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.
If you see this arrow, click to expand for more information!
If you see this arrow, click to expand for more information!
We will add optional information and images under these arrows.
How to create a defect quote draft
From a task
1. Navigate to Tasks and view a task in Performed or Office review statuses.
1. Navigate to Tasks and view a task in Performed or Office review statuses.
2. Click Create quote in the Process section.
2. Click Create quote in the Process section.
From the Defects quote page
1. Navigate to Defect quotes and click + Create defect quote.
1. Navigate to Defect quotes and click + Create defect quote.
2. Select the Property (the associated client will be selected automatically) and provide the Scope of Works (use Snippets to save time), then click Save.
2. 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
Required (Client, Property, Expiry date, Template)
Required (Client, Property, Expiry date, Template)
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.
Template: The default template from Control Panel > Defect Quoting, unless changed.
Optional (Description, Scope of Works, Internal note, Due date, Date, Review date, Email template, Supervisor, Salesperson, Severity, Service Group, Tags)
Optional (Description, Scope of Works, Internal note, Due date, Date, Review date, Email template, Supervisor, Salesperson, Severity, Service Group, Tags)
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 to be copied across to the 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: Set the date that should appear as the created date on the quote.
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 outside of the task.
Supervisor: Defect quotes can be filtered by supervisor if a user is assigned.
Salesperson: Select a user to filter by and review on Defect Quoting Dashboard.
Severity: Select the severity of remarks on the defect quote for filtering and on the Defect Quoting Dashboard.
Service Group: Select the Service Group to be inherited by the repair task created from this defect quote.
Tags: Assign Defect quote tags from Control Panel > Defect Quoting.
How to add line items to the defect quote
1. Click on the Quote Builder to view the list of remarks, then Select all in this page and +Add selected to Quote. This action will populate the defect quote line items with the selected remarks.
1. Click on the Quote Builder to view the list of remarks, then Select all in this page and +Add selected to Quote. This action will populate the defect quote line items with the selected remarks.
For defect quotes created from a task, the following filters are applied:
Status: Remarks not on any other open or actioned quotes
Source: Active remarks linked to assets serviced on task [Task ID].
When creating from the Defects Quote page, only the Status filter is applied.
Filters can be added or removed to refine the list of remarks.
2. Review and adjust the populated line items by double-clicking the cells in the relevant columns:
2. Review and adjust the populated line items by double-clicking the cells in the relevant columns:
Asset: Click the square icon with an arrow to open the asset’s page in a new tab.
Remark: Click the information icon to view a popup window with the remark's details.
Product: Change the product suggested by the field user or select one from the popup window using search or by filtering by supplier, category, sub-category, or type.
Description: Provide or edit the description pulled from the Product Catalogue to be visible to clients.
Duration: Adjust the time required in minutes pre-filled using the Estimated time field from the Product Catalogue. The total duration for all line items is used to schedule the repair task created from this defect quote.
Qty: Adjust the quantity of the product.
Cost and Sell: Enter or update the cost and sell prices pulled from the Product Catalogue.
Markup: Automatically calculated when both cost and sell price are provided, or manually adjusted to update the sell price.
Add labor line items by filtering products by labor categories in the product database, then enter the Estimated Time required and adjust other details as needed for accurate billing and tracking.
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).
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.
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.
Adjust the markup for all products or products of a specific type in bulk by using the Markup fields located below the line items.
For labor line items, adjust the Estimated Time to ensure billing aligns with work efforts, and use the filters effectively to streamline product selection.
3. Click Save changes.
3. Click Save changes.
Adding Labour to Defect Quotes
Uptick can automatically calculate the total time required for a repair based on the products you add to a defect quote. However, to charge for this time, you must add a labour item to the quote.
How Estimated Duration Works
Set Estimated Time on Products: For Uptick to calculate duration, you first need to add an 'Estimated time' (in minutes) to your products in the Product Catalogue. This tells the system how long each item takes to install or repair.
Automatic Calculation: When you add these products to a defect quote, the system automatically calculates the total Duration based on the quantity of each product. This total duration is then used for scheduling the repair task.
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 bill for the time.
Step 1: After adding your material products, view the total calculated Duration at the bottom of the line items list. Step 2: Click the Add product button in the General section of the Quote Builder, or use the duplicate icon on an existing line item. Step 3: Search for and select your standard labour rate from your Product Catalogue. Step 4: 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). Step 5: 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.
Managing and Deleting Draft Defect Quotes
Draft quotes can be marked as deleted to remove them from active use while preserving historical data. Follow these steps:
Open the draft defect quote.
Remove all the quote line items.
Mark the quote as 'deleted' to ensure it cannot be used or finalized.
Note: Marking as deleted preserves the audit trail, ensuring the integrity of the system's data.
Select Preview to review the defect quote, or Documents to upload files for internal use or to be included when manually sending the finalised quote.
Select Preview to review the defect quote, or 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
1. Click the arrow next to Draft and transition the defect quote to the Finalised status.
1. Click the arrow next to Draft and transition the defect quote to the Finalised status.
2. Open the Originating task.
2. Open the Originating task.
3. Click Dispatch to client in the Process section.
3. Click Dispatch to client in the Process section.
4. Prepare the dispatch: select reports and the Finalised defect quote, review Quoting Requirements and adjust recipients or the body of the email.
4. Prepare the dispatch: select reports and the Finalised defect quote, review Quoting Requirements and adjust recipients or the body of the email.
If the task needs to stay active or in the current status, untick Mark Task as Complete or Archive Task.
5. Click Dispatch to client.
5. Click Dispatch to client.
From the Defects quote page
1. Navigate to Defect Quotes and view the Draft quote.
1. Navigate to Defect Quotes and view the Draft quote.
2. Click the arrow next to Draft and transition the defect quote to:
2. Click the arrow next to Draft and transition the defect quote to:
Finalised: Used when the quote:
Requires review before submission;
Exceeds the user’s approval limit;
The email must be reviewed before sending (select Email to customer on the finalised quote;
Or to Mark as manually submitted.
Finalise and submit (sends email): Sends the quote to the relevant client and property contacts.
Disclaimer
Due to email browsers privacy protections, email read status may not always be accurate
Video
Recommended steps
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