WorkQuotes
Creating a Quote
How to create a manual quote, including services, pricing, address details, scheduling, and images.
A new quote starts with the services you are quoting for, the site address, and at least one contact method for the customer. The popup is now split into tabs for Basic Information, Services, Customer Information, Address, Contact Information, and Images, with scheduling tucked underneath the due date. Once those essentials are in place, the rest of the popup helps you price the work properly and carry the right details through into Planner later if the quote goes ahead.
Basic Information
- Reference: Use this if the quote needs your own internal reference, an enquiry code, or a source-system number. You can leave it blank and Work Planner will still save the quote.
- Customer Source: This links the quote back to a source such as Website or Referral. It is worth setting when you report on where quote opportunities are coming from, and the source list itself is managed from Customer Sources List.
- Due Date: This now sits in the Basic Information section. It controls when the quote can appear in the planner and unlocks the recurrence fields underneath when you need them.
Services
- Services: At least one service is required before the quote can be saved. As soon as you select one or more services, Work Planner builds a pricing row for each one.
- Pricing Type: Standard is a fixed amount for that service. Hourly Per Person is for quotes where the final line depends on hours worked and how many people are needed.
- Price or Rate Per Person Per Hour: For standard pricing this is the full service price. For hourly pricing this becomes the hourly rate before duration and people are applied.
- Duration (Hours) and Duration (Minutes): Only appears for hourly pricing. Use this to tell Work Planner how long one visit is expected to take.
- People: Only appears for hourly pricing. This multiplies the hourly rate by the number of people needed on the job.
- Subtotal, VAT, and Total: The totals update from the service rows, so this is the quickest place to spot a missing price before you save.
Customer Information
- Title, First Name, and Last Name: Use these for residential customers or whenever you want the eventual customer record to carry a named contact.
- Company: Use this for commercial work or whenever the site is better recognised by company name than by a person.
- When to use both person and company fields: This makes sense when the quote belongs to a business but you still want a named contact attached to it.
Address and Contact Details
- Find Address: Opens the address lookup popup and fills the address fields for you. That also gives the quote geocoded location data, which helps later with planning and route work.
- Address Line 1: This is required. It becomes the base site address carried through into the confirmed customer and the jobs created from the quote.
- Address Line 2, Town, County, and Postcode: Use these to complete the site details when you have them, especially if the team needs the full service address later.
- Phone, Mobile, or Email: You must save at least one of these contact methods before the quote can be created.
- Email: Worth filling in whenever you have it, because the confirmed customer matching logic also uses the email address.
- Website: Optional, but useful for commercial customers when the website is part of how the team recognises the account.
Scheduling
- When the scheduling block appears: As soon as a due date is entered in Basic Information, Work Planner shows the scheduling fields underneath it.
- Schedule Frequency and Schedule Interval: Use these when the quoted work is recurring rather than a one-off.
- Schedule Days of Week, Schedule Day of Week (Optional), and Schedule Week of Month: These only appear when the chosen frequency needs them. They shape how future work should repeat if the quote becomes a job.
- When to leave scheduling alone: For one-off quote work, a due date on its own is usually enough.
Images and Save
- Images: You can upload up to 5 images, with a 10MB limit on each file. This is useful for access notes, condition photos, or anything the team needs to see before pricing or carrying out the work. The upload and preview rules are covered in Quote Images.
- After save: Manual quotes save in the normal working quote flow with a default status of Pending, then open into the quote detail view where they can be reviewed, sent, confirmed, or declined.
- Why images matter later: Quote images stay attached to the quote and are copied onto the jobs created from it when the quote is confirmed.
Related articles
- Editing a Quote: Covers what changes once the quote already exists.
- Quote Service Pricing: A closer look at standard versus hourly pricing and how totals are built.
- Quote Scheduling: Covers the recurring schedule fields in more detail.
- Quote Images: Explains uploading, previewing, and carrying images forward into confirmed jobs.