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
- Kitchen remodeler – Sends premium-/standard-/budget options, sets 7-day expiry, automated reminder at Day 5; win-rate lifts 18 %.
- HVAC contractor – Requires $200 deposit on acceptance; fewer cancellations during summer rush.
- 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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