Born where it’s detected
From an incident or from the work order itself where the technician spotted the job, with its equipment, description and photos already attached.
Feature
The quote that falls asleep isn’t lost by the client
You lose it. A detected job that takes three weeks to get quoted, and another three for someone to ask whether it was approved, ends up going to someone else or simply forgotten.
Why quote inside the same system?
Because the work that gets quoted almost never starts in a sales meeting: it starts on site, when a technician spots something outside the contracted scope. If that detection travels to a different tool — a spreadsheet, an invoicing program, email — half the context gets lost along the way: which piece of equipment it was, exactly what was seen, what photo proves it. And once the quote is approved, you have to type back into the CMMS what was already written elsewhere. Keeping it inside avoids both losses.
Where it gets stuck
Almost never in writing the quote. In everything around it.
- The technician spots extra work and mentions it verbally when they get back.
- Quoting means reconstructing which equipment it was and what was seen, because it was never logged.
- It’s sent by email and nobody knows if the client opened it.
- It’s approved over the phone and the work gets done without the approval being on record.
- A work order has to be created by hand from the approved quote, copying what was already written.
The full loop
Each step feeds the next instead of repeating it.
It gets priced
With material and labor line items, payment terms and the client reference so they recognize it.
Goes out with your template
PDF and email with your own templates, including any notes you want to appear on the document but not in the system.
The client checks it
From their portal they see their quotes and their status. No more emails asking if it arrived.
With its statuses
Sent, accepted, rejected, or whatever you use. Status is what lets you know how much is still awaiting a decision.
Approved, it turns into work
The accepted quote generates its work order, which keeps the link to the quote it came from. Without typing anything twice.
From work order to quote and back
The link is kept both ways: from the quote you can see which work order it came from, and from the executed work order you can see which quote originated it. It sounds like a database detail, and it’s what makes it possible to answer questions most companies can’t answer: how much of the work technicians detect ends up getting quoted, what percentage of quotes get approved, and how much time passes on average between spotting something and executing it. That last number is usually the most surprising the first time it gets measured.
Shall we look at it with your way of working?
Leave your details and we will get in touch to see whether we fit. No commitment, no lock-in period.
Also when you’re the one asking for a quote
Not all the work is done by your own team. When you need to ask a subcontractor for a price before giving yours, the quote can be linked to the supplier, so there’s a record of who was asked and what they answered. In an operation with several external maintainers by specialty, that’s the difference between being able to compare and always calling whoever picks up the phone.
The quote that falls asleep
The biggest loss in quote management isn’t in the ones that get rejected, it’s in the ones that never get answered. It’s emailed, lands in someone’s inbox while they’re busy with something else, and disappears. Three weeks later the client asks about the breakdown and nobody connects their call to that quote. What breaks that cycle isn’t chasing it up, it’s the proposal living next to the work it belongs to and being visible to both sides: whoever has to decide sees it when they check on their breakdown, and whoever sent it sees how long it’s been pending without having to remember. A list of pending quotes sorted by age is one of the most valuable reports there is, precisely because almost nobody looks at it.
The quote that comes from the work, not a blank page
Quoting in maintenance has an advantage other industries don’t have: something similar has almost always been done before. Replacing that component, repairing that model, the extraordinary inspection of that facility. If the history keeps track of how many hours it really took and what materials were consumed, the quote stops being estimated and starts being calculated from your own data. That improves two things at once that are usually at odds: quotes get faster and more accurate. And it uncovers something uncomfortable but useful — which types of jobs have been quoted below real cost for years without anyone noticing, because the deviation got diluted in the month’s total.
Frequently asked questions
Can I know how many quotes turn into work?
Yes, and it’s an indicator that tends to surprise people. Beyond the percentage, what’s useful is looking at how long quotes take to get answered and how many never get answered at all, which isn’t the same as a rejection. The forgotten quote is the quietest loss there is, because it doesn’t show up in any rejection statistics.
Can a technician generate a quote on site?
Yes, from the work order they’re already working on, with the equipment and photos already attached. It’s when they have the context in front of them and it costs the least to do.
Does the approved quote create the work order automatically?
Yes, and it keeps the link to the quote it came from, so from the executed work order you can see which quote originated it and vice versa.
Can I use my own PDF and email templates?
Yes. The document and the message the client receives come from your templates, and you can add notes that appear only in the PDF.
Can the client approve it from their portal?
The client checks their quotes and their status from their own portal. You define the status workflow yourself, just like with work orders.
Does it work for asking a subcontractor for a price?
Yes. The quote can be linked to a supplier, so there’s a record of who was asked for a price and what they answered, letting you compare instead of always going to the same one.
Measure how long it takes you today
In the demo we’ll walk through the full loop and calculate how much time passes in your case between detecting a job and executing it.