Send a repair quote and get the customer's yes or no

Use this when the customer wants to know the price before you fix the device. For example, a new screen and the labour to fit it.

Before you start

• Add the services and parts to the job first. The quotation uses the rows on the job’s Services and parts tab. See Add services and parts to a job.
• To make or change a quotation, ask your shop owner to let you (Quotations — Create & edit). To approve or reject one for the customer, you need Quotations — Approve or reject.
• A job quotation is only a price estimate. It doesn’t make an invoice, and you can’t turn it into one.

Make and send the quotation

On a computer

1. Go to Jobs and open the job. Stay on the Overview tab.

2. Under Documents, find Quotation and click Create.

   The Create quotation page opens. The job’s services and parts are already filled in.

3. If you like, click Add validity and choose how long the price stays good. The Valid until date is worked out for you.

4. Check the rows and totals. Add a note or terms if you want them printed.

5. Click Create quotation.

   The Quotation created window opens: “Send it across so the customer can approve.”

6. Under Notify customer, tick Mail, SMS, In-app or WhatsApp. Then click Send & close. You can also print it from this window.

Desktop

On a phone

New to the phone app? See Getting around on your phone.

1. In the bottom bar, tap Jobs. Then tap the job.

   Don’t see Jobs in the bottom bar? Tap More › Daily work › Jobs.

2. Tap ⋮ (Job actions). In the Documents & print section, find Quotation and tap Create.

   You can also scroll down the job to the Documents card. Tap Create next to Quotation.

3. If you like, tap Add validity and choose how long the price stays good.

4. Check the rows. To change them, tap the edit link on the rows. It takes you to the job’s services and parts.

5. Tap Create.

6. In the Quotation created window, tap the ways to tell the customer under Notify customer. Then tap Send & close.

The customer gets a link to the quotation. The job’s status may also change on its own. See “Good to know” below.

The customer says yes or no

The customer opens the link, or their customer portal. They see the quotation with Approve and Reject buttons. It also says “Work starts only after you approve. Not sure? Contact the shop before deciding.” They confirm their choice, and BytePhase saves it with the time.

Phone

Approve or reject for the customer

Use this when the customer tells you their answer in the shop or on a call.

1. Open the job’s quotation. On the Overview tab, under Documents, click Quotation.

2. At the top, click Approve or Reject. On a phone, these are the tick and cross buttons.

3. If you like, type a Comment, for example “Approved on call”.

4. Tick how to tell the customer: Mail, In-app or WhatsApp.

5. Click Approve quotation or Reject quotation.

   You see “Quotation approved” or “Quotation rejected”. The page shows who decided and when.

Desktop

Done!

The quotation shows Approved or Rejected, and the right people are told. Now you know whether to go ahead with the repair.

Good to know

• Quotation stages. A sent quotation is Awaiting approval. Then it becomes Approved or Rejected. While you’re changing it, it shows Modified.
• An expired quotation can’t be approved. Change it and give it a new validity date first.
• WhatsApp opens with the message already typed. You press send.
• On the Standard plan and above, the customer can also sign the quotation. See Get the customer to sign a job document.

Change a quotation

Open the quotation and click Edit. Confirm “Revise this quotation? A new revision is created with the current services and parts.” Change the job’s services and parts if you need to. Then click Update quotation.

The new revision opens. It goes back to Awaiting approval, so the customer can decide again. You can still open older versions from the revision menu at the top.

The job’s status can change on its own

Your shop can move the job to a status when a quotation is made, approved or rejected. At first, an approved quotation moves the job to In Process. A rejected one moves it to Cancelled. Change this in Settings › Jobs & repairs › Job, quotation & payment automations (Basic plan and above).

Who hears about the decision

• When the customer decides, your admins and the job’s technician get a message in the app, a phone alert and an email.
• When your staff decide, only the customer is told, the ways you ticked. Other admins and reception staff may also get a message, depending on your message settings.

If a customer opens a job before you’ve made a quotation, they see “No quotation yet. We’ll notify you when it’s ready.”

Something not right?

• No Approve or Reject buttons: you need Quotations — Approve or reject, and the quotation must be Awaiting approval.
• The customer didn’t get the link: see SMS isn’t being delivered.