Allow Fieldworkers to Send Quotes & Estimates to Customers (Email & SMS)
With OctopusPro, you can allow fieldworkers to send quotes and estimates to customers directly from the mobile app—so customers receive pricing while the fieldworker is still on-site. This can reduce delays, improve conversion rates, and cut down “can you resend the quote?” follow-ups.
Important: This permission controls whether a fieldworker can send (email/SMS) a quote to the customer. It does not control whether they can create a new quote—quote creation is managed by a separate permission.
What this feature does
- Lets fieldworkers email quotes/estimates to customers from the app.
- Lets fieldworkers send an SMS related to the quote (depending on your SMS setup and templates).
- Uses your saved email/SMS templates so messaging stays consistent and professional.
- Supports adding attachments (e.g., brochures, specs, photos, PDFs).
Who this is for
This is especially useful for businesses that quote on-site (e.g., HVAC, electrical, plumbing, construction, cleaning, landscaping), where speed matters and customers want immediate clarity.
Benefits
- Faster quote turnaround: send the quote instantly while on-site, rather than waiting for office staff.
- Better customer experience: customers receive clear pricing promptly.
- Consistent branding: templates enforce the same wording, logo, and structure across your team.
- Fewer errors & rework: digital quoting and templates help reduce mistakes.
Enable the permission (Admin)
Go to Settings → General Settings → Fieldworkers Permissions and enable: “Allow fieldworkers to email quotes and estimates to customers”.
Optional: also allow fieldworkers to create new quotes
If you want fieldworkers to generate quotes themselves (not just send existing quotes), enable the separate permission: “Allow fieldworkers to create new quotes”.
Send a quote from the admin portal (Email or SMS)
Email a quote
- Open Quotes → All Quotes, then open the quote you want to send.
- In the quote view, go to the Customer section and click Email → Email Quote.
- Review the email (subject/message), add attachments if needed, then click Send.
Send a quote by SMS
- From the quote details page, go to the Customer section and select SMS → Send SMS.
- Review the SMS template and send the message.
Send a quote from the Fieldworker App
When enabled, fieldworkers can send a quote from the app using the same templates configured in your admin portal.
Send a quote via Email (Fieldworker)
- In the app, go to Quotes, open the relevant quote/booking.
- Tap the customer name in the Contact Info section. (Note: the booking should be QUOTED.)
- Tap Email → Email Quote.
- Add/confirm the subject & message, attach any documents if needed, then tap Send.
Send a quote via SMS (Fieldworker)
Fieldworkers can also send a quote by SMS when the SMS option is available for the quote/customer.
Customize the Email & SMS templates (recommended)
Email template
- Go to Settings → Communications → Templates & Canned Responses.
- Open the Emails tab and edit your quote/estimate email template.
- Add your logo, refine wording, and ensure your contact details and terms are correct.
SMS template
- Go to Settings → Communications → Templates & Canned Responses.
- Open the SMS tab and edit your quote/estimate SMS template.
Add attachments (brochures, specs, photos, PDFs)
Attach documents while emailing from the app
Fieldworkers can attach supporting documents while sending the quote email (e.g., product brochure, spec sheet, site photos).
Attach documents from the admin portal
From the quote details page in the admin portal, you can add attachments from Photos & Attachments → Actions → Add Attachments.
When emailing a quote, attachments can also be included directly from the send dialog.
Admin review workflow (when fieldworker sending is disabled)
Some businesses disable fieldworker sending to centralize quoting for accuracy, consistency, or compliance. When disabled, admin/office users can review and finalize the quote before sending it to the customer.
- Go to Quotes → All Quotes, open the quote actions menu, and choose Preview PDF.
- Review the quote, then send it to the customer from the quote page.
After a fieldworker completes a quote, admin users can receive a notification that a new quote is ready for review.
Best practices
- Standardize templates: include your business name, clear scope, itemized pricing, and terms.
- Attach helpful documents: warranties, brochures, spec sheets, and before-photos where relevant.
- Control permissions by role: allow only trusted fieldworkers to send quotes if pricing is sensitive.
- Keep SMS short: include a link/CTA and avoid long blocks of text (improves delivery and readability).
Troubleshooting
- Fieldworker can’t see “Email Quote”: confirm the permission is enabled in Fieldworker Permissions.
- Fieldworker can’t email the quote from a booking: the booking should be in a QUOTED state.
- Email/SMS templates look wrong: review the templates under Settings → Communications → Templates & Canned Responses.
- Attachments won’t upload: try smaller files, fewer attachments, or a compressed PDF.
Related guides
- Fieldworker Permissions (overview)
- Send Quote to Customer (admin + tracking + automation)
- Create New Quote / Estimate
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