Allow Fieldworkers to Create New Quotes (Mobile Quoting Permission)

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Allow Fieldworkers to Create New Quotes (Mobile Quoting Permission)

Quote Creation for Fieldworkers

The Allow fieldworkers to create new quotes permission enables your field team to generate quotes (estimates) directly from the OctopusPro fieldworker app—while on-site or on the road. This reduces delays, improves quote accuracy, and helps you win work faster by capturing job details at the source.

This is especially useful when fieldworkers are responsible for on-site assessments, upsells, or lead conversion (e.g., trades, cleaning, landscaping, maintenance, repairs, and inspection-based services).

Table of contents

Feature overview

When enabled, fieldworkers can create new quotes in the mobile app and include key job details such as the scope of work, services/products, estimated costs, notes, and supporting media. Quotes are stored in OctopusPro so office/admin users can review, follow up, and convert accepted quotes into bookings.

What fieldworkers can include in a quote

  • Customer/lead details (select an existing customer, or create a new one if that permission is enabled)
  • Scope of work (what’s included, assumptions, exclusions)
  • Line items (services/products, quantities, pricing)
  • Supporting notes (job notes, site notes, internal notes as applicable)
  • Attachments (photos, documents, measurement images, supporting files)

Note: Creating a quote is not the same as sending it. If you want fieldworkers to send quotes to customers by email/SMS, enable the separate sending permission (see “Related settings”).

Benefits

  • Faster response time: quote the customer while you’re already there.
  • Higher accuracy: details captured on-site reduce missed scope and pricing mistakes.
  • Less admin workload: office staff spend less time retyping notes and chasing missing information.
  • Improved customer experience: customers get clear, timely estimates and fewer follow-up calls.
  • Better sales outcomes: faster quoting generally improves conversion rates (especially when paired with follow-ups and automations).

Security, governance & recommended controls

This permission should be granted carefully, as it can expose sensitive customer information and pricing data to field users.

Recommended best practices

  • Grant access by role: enable this only for trusted fieldworkers who are responsible for quoting.
  • Standardize pricing: keep services/products and tax rules configured so quotes stay consistent.
  • Decide on approval workflow: choose whether office/admin must review before quotes are sent.
  • Control custom line items: only enable “custom services” if you want fieldworkers to add one-off services not in your catalogue.
  • Customer data visibility: review whether fieldworkers can access your full customer database or only customers they created.

How to enable this permission (Admin / Office)

  1. Log in to OctopusPro as an administrator.
  2. Go to Settings → General Settings → Fieldworker Permissions.
  3. Scroll to Allow fieldworkers to create new quotes and switch the toggle ON.

Changes to fieldworker permissions are saved automatically and take effect immediately.

How fieldworkers create a quote (Fieldworker app)

  1. Open the OctopusPro fieldworker app and log in.
  2. From the main menu, tap Quotes.
  3. Tap the “+” button to create a new quote.

  4. Select the customer/lead (or add a new customer if permitted).
  5. Add job details (scope, services/products, quantities, pricing, notes).
  6. Attach photos/documents if needed.
  7. Save the quote.

Tips for clearer, higher-converting quotes

  • Write a clear scope: what’s included and excluded.
  • Use itemised line items: reduces confusion and improves trust.
  • Add site photos: protects you in disputes and helps office/admin review quickly.
  • Set expectations: lead times, access requirements, and any prerequisites.

How to add attachments (photos & files)

While creating the quote, tap the Attachments option and select files from the device (e.g., camera photos, saved images, PDFs). Attachments are uploaded and stored with the quote so both fieldworkers and office/admin users can access them later.

What happens next (sending, follow-ups, converting to a booking)

Sending the quote to the customer

If you want fieldworkers to send quotes to customers directly from the app, enable: Allow fieldworkers to email quotes and estimates to customers. Otherwise, office/admin users can send the quote from the admin portal.

Follow-ups and reminder automation (recommended)

Sending a quote is only step one. To convert more quotes into bookings, use a consistent follow-up process: set a follow-up date (“To follow date”), view quotes due for follow-up in one place, and automate email/SMS reminders as needed.

  • To enable automated quote reminders, go to Settings → Communications → Automation and turn on the relevant quote reminder job(s).
  • Manage and edit message templates in Settings → Communications → Templates & Canned Responses.

Note: The “To follow date” is used for quote management and follow-ups only (it does not affect booking schedules or invoice due dates).

Convert an accepted quote to a booking

Once a quote is approved/accepted, you can convert it into a booking to schedule the work without re-entering details. This is the fastest path from quote to job scheduling.

Common use cases

  • Landscaping: quote a new job on-site after an inspection and capture photos/measurements.
  • Repairs & maintenance: quote parts + labor immediately after diagnosing the issue.
  • Cleaning & restoration: quote based on floor area, condition photos, and service add-ons.
  • Trade services: quote a follow-up visit or upgrade while already at the customer site.

Troubleshooting

  • Fieldworker can’t see Quotes or the “+” button: confirm the “Allow fieldworkers to create new quotes” toggle is enabled and the user is an active fieldworker.
  • Fieldworker can’t select existing customers: review customer visibility restrictions and whether fieldworkers can view the full customer database when creating records.
  • Fieldworker can’t send the quote: enable “Allow fieldworkers to email quotes and estimates to customers”, or have office/admin send the quote.
  • Need custom/one-off services: enable the custom services flag and ensure “Custom Service” is added to the fieldworker’s Services Provided (profile job settings).
  • Fieldworker Permissions (overall access control and security)
  • Allow fieldworkers to email quotes and estimates to customers (sending permission)
  • Allow fieldworkers to add custom services (one-off line items not in your services catalogue)
  • Quote follow-up reminder automation (To follow date + automated reminders)
  • Convert quote to booking (schedule work after acceptance)

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