Job Quoting and Cost Estimate Management

Create, Track & Convert Quotes with OctopusPro

OctopusPro’s Quote & Estimate Management module wraps every step of the quote-to-cash journey—drafting, approval, follow-up, booking, invoicing, and audit—into one dashboard. By giving prospects self-service tools (to accept, decline, or schedule site visits) and automating reminders, businesses report faster turnaround, higher acceptance rates, and fewer data-entry errors.

Platform snapshot

Feature What it does
Centralised quote builder Create branded, itemised estimates on web or mobile, then convert to bookings or invoices in one click
Customer decision portal Clients can Accept, Decline, Request revision, or Self-schedule site visits
Status pipeline & badges Real-time counters for Draft, To Follow, Accepted, Signed, Declined, Expired, Site Visit, Deleted
Automated follow-ups Email/SMS nudges fire X days after send
Deposit & expiry rules Enforce part-payments and time-boxed pricing
Gift-voucher checkout Add upsell vouchers to any quote
Clone & duplicate Repurpose winning templates for repeat customers
Find availability Suggests the best fieldworker using skills, distance, and travel-time logic
Audit trail & recycle bin Tracks every field change, deletion, and restore for ISO-compliant logging

Status categories explained

Tab Purpose Typical next action
All Quotes Portfolio-wide view for managers Run performance KPIs
My Quotes Quotes authored by logged-in user Personal follow-up tasks
To Follow Quotes with scheduled reminders System sends automated email/SMS
Accepted Customer clicked ‘Accept’ Convert to Booking + Invoice
Signed E-signature captured Schedule job start date
Declined Rejected quotes Trigger feedback survey
Expired Lapsed validity date Reprice or archive quote
Site Visit Needs on-site assessment Customer self-books slot
Deleted Soft-deleted for audit Restore or purge (hard delete)

Automation & reminders

  • Follow-up cadences – configurable X-day intervals; each touchpoint proven to boost conversions by 11–52 %.
  • Expiry countdown – removes ‘old-price’ disputes and keeps pipeline clean.
  • Merged invoicing – roll multiple approved quotes into one bill to save admin hours.

Site visits & self-scheduling

Self-service calendars let prospects lock inspection slots without phoning the office, a tactic linked to higher customer-satisfaction scores in FSM studies. Use the Site Visit tab to track upcoming assessments and convert them into binding quotes once measurements are captured (crucial in interior-design and construction quoting).

Deleted estimates & audit compliance

Soft-deleted records reside in the Deleted tab for retrieval or hard deletion, meeting jurisdictions that mandate retention of cost estimates (e.g., certain SAP and ISO guidelines).

Example workflows

  1. Kitchen remodeler – Sends premium-/standard-/budget options, sets 7-day expiry, automated reminder at Day 5; win-rate lifts 18 %.
  2. HVAC contractor – Requires $200 deposit on acceptance; fewer cancellations during summer rush.
  3. Landscaping firm – Customer books site visit online, tech completes quote onsite via mobile, prints acceptance form.

Business benefits

  • Faster sales cycle – One-click Quote → Booking → Invoice workflow avoids double-entry.
  • Higher revenue – Voucher upsells and automated follow-ups add 10–15 % extra income.
  • Lower admin load – Cloning, status filters, and availability engine reduce manual processing by 30–40 %.
  • Audit-ready – Full change log supports ISO 9001 and industry compliance checks.

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