Edit Quote Details

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Edit Quote Details

Quotes (EST) often change before the customer approves—maybe the address changes, the scope expands, you need to apply a discount, or you want to lock in a new time slot. OctopusPro lets you quickly update every part of a quote in one place, then preview the updated PDF and resend it to the customer.

What you can edit

  • Customer & contact details (to ensure the quote is sent to the right person)
  • Job location / address (including additional addresses where enabled)
  • Services & service options (including custom questions/fields and add-ons)
  • Appointments / scheduling (dates, times, duration and availability planning)
  • Pricing (line items, taxes, discounts, vouchers, deposits and totals)
  • Status & internal admin info (labels/tags, notes, follow-ups, discussion, ownership)

Benefits

  • Accurate pricing and scope before approval
  • Fewer disputes by keeping a clean communication history and internal notes
  • Faster scheduling using availability and nearby resources
  • Smoother conversion from quote → booking once accepted

On this page

1) Access the quote (EST)

Option A — Direct search (fastest)
  1. In your OctopusPro dashboard, use the top search bar.
  2. Enter the quote number (it usually starts with EST-), then search.
  3. Use the search type selector to switch to Quote Search if needed.

Direct search for quote number (EST) in OctopusPro

Option B — Quotes menu (browse & filter)
  1. Go to Quotes from the main menu.
  2. Use tabs/filters to locate the right quote (e.g., Draft, Sent, Accepted, Expired, Declined, or All).
  3. Click the EST number to open the quote.

Quotes list page in OctopusPro

2) Review the quote details page

When you open a quote, you’ll see a complete snapshot of what was quoted, who it’s for, where it will happen, and how it’s progressing.

Customer profile (quick context)
  • Confirm the customer identity and contact details.
  • Review notes, account context, and any related profile information.

Customer profile section inside quote details

Services required (scope & service options)
  • Review included services, add-ons, and service questions/fields.
  • Confirm appointment date/time and any service-specific requirements.

Services required section inside quote details

Available fieldworkers (smart scheduling)
  • Check which fieldworkers match the service and location.
  • Use availability tools to schedule confidently and avoid overbooking.

Available fieldworkers section in quote details

Communication history (customer & internal context)

Open the Communication tab to see everything related to the quote (discussions, SMS, emails, call logs where enabled). This helps you continue the conversation without missing context.

Quote communication history tab in OctopusPro

3) Edit quote details

To edit the quote, open it, then use the editable sections (or the edit action) to update the required fields. When finished, click Save changes.

Common edits (what to update and why)
  • Quote status: Keep the pipeline accurate (e.g., Draft, Sent, Accepted, Declined, Expired).
  • Customer & contact info: Update email/phone/name to ensure the quote is delivered and approvals are captured correctly.
    • If you need to update the customer record globally (not just for this quote), edit the customer profile instead.
  • Trading name / brand: If you operate multiple brands, select the correct trading name so the PDF branding and outbound emails match the brand.
  • Address / location: Update the job location for accurate dispatching and travel planning.
    • If your account supports multiple addresses, you can add/update additional addresses as required.
  • Services & options: Add/remove services, update quantities, and adjust service-specific options/questions to match the latest scope.
  • Appointments / schedule: Change the appointment date/time, duration, or timing to match customer availability and capacity.
  • Availability & resourcing: Use availability and proximity tools to pick the best team member and minimize travel time.
  • Pricing & totals: Adjust line item pricing (including product/service pricing, call-out fees where applicable), taxes, and totals based on the updated scope.
  • Discounts / vouchers: Apply a discount or voucher code for promotions or retention offers, with full visibility on the totals.
  • Deposit & payment expectations: Set or update deposit amounts and payment terms to reduce cancellations and improve cash flow.
  • Expiry date & follow-up: Set an expiry date to create urgency and schedule follow-up reminders so quotes don’t go cold.
  • Custom fields: Capture industry-specific details (e.g., access notes, equipment models, job conditions, or preferences).
  • Internal notes: Add private notes for your team (not visible to customers) to preserve context and reduce handover errors.
  • Labels / tags: Categorize quotes (e.g., “High value”, “Needs site visit”, “VIP customer”) for fast filtering and reporting.
  • Attachments: Add photos, documents, and supporting files (e.g., drawings, specifications, T&Cs).
  • Ownership / sales rep: Assign the quote to the correct team member for reporting and accountability.
Save and validate
  1. After making your changes, click Save changes.
  2. Use Preview PDF (if available) to confirm layout, pricing, and wording before sending to the customer.
  3. If the quote has already been sent, resend the updated quote so the customer always approves the latest version.

4) After editing: preview, resend, approve & follow up

  • Send the updated quote so the customer sees the latest scope and pricing.
  • Track customer actions (e.g., viewed/accepted/declined) and respond quickly.
  • Automate follow-ups so no quote is forgotten.
  • Convert accepted quotes to bookings to move from approval → scheduling → job delivery without re-entering details.

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