Quoting software for tradies, with quotes customers accept on their phone

From enquiry to sent quote in a minute

A quote starts on the card the enquiry became, so the customer’s name, email and site are already there. Pick lines from your price book or type them, choose a template if you have one, and send. The quote number, such as Q-0001, is given when it first goes out, not while it is a draft, so your numbers have no gaps from drafts you threw away.

The customer gets a short message with the link and, by email or WhatsApp, the PDF as well. The quote goes out on the conversation the job came from, so it sits in the same thread as everything else you have said to them.

• Email: the message, the link and the PDF attached.
• WhatsApp: the message with the quote PDF, in the same chat.
• SMS: a short text with the quote link.

Options the customer can tick

Each line is either always in, or optional. An optional line can start ticked or unticked, and a heading groups lines together, such as “Option A: repair” and “Option B: replace”. The customer can take one, both or neither, and the total and the deposit change as they tick. Lines that start unticked never get counted unless the customer picks them.

Acceptance you can stand behind

To accept, the customer types their name and ticks “I accept the quote and its terms”. Where you ask for it, they also sign with a finger. Karya Falak keeps a record of the name, the time, the internet address, the browser, the options they ticked and the exact lines and totals they saw.

A sent quote cannot be edited. That is on purpose: what the customer accepts is exactly what they were shown. To change it, you revise it.

Change requests and revisions

Next to Accept and Decline the customer has a third button, Request changes. They write a note, such as “can you leave out the tiles?”, and the quote stays open. Whoever has the job is told, the note goes on the card, and a Changes requested pill shows on the board.

Revise makes the next version as a draft. When you send it, the old quote is withdrawn and its link says it was replaced, so nobody accepts the out-of-date price. If the customer accepted the old one while you were working on the revision, Karya Falak stops the send and tells you.

Deposits, and the invoices that follow

Set a deposit as a percentage or a fixed amount including GST. When the customer accepts, a deposit invoice is issued straight away (a tax invoice if you are registered for GST), with the GST split in proportion to the lines they accepted, and the button on the quote reads “Approve and pay deposit”. Customers can pay it online by card, or by PayID or bank transfer from the details on the invoice.

When the work is done, Create invoice makes a draft of the accepted lines less the deposit, so the GST across both invoices adds up to the job’s. See invoicing and online payments for what happens next.

Markup on cost, kept away from the customer

Type what an item costs you and a markup percentage, and the price fills itself in. You can set a default markup in Settings so a line with a cost gets it automatically. Staff see the cost and the margin on the quote as they build it; the customer’s page, the PDF and the acceptance record never carry them.

Follow-up without remembering

• You are told when the quote is first opened, and again when it is accepted or declined.
• Optional follow-ups go a set number of days after sending, with a second one if you want it, and a warning a few days before the quote expires.
• Each quote has a valid-until date; past it, the link shows the quote has expired.
• Rules can move the card when a quote is sent, accepted, declined or changes are asked for. New trades businesses start with “Quote sent: move to Quoted” and “Quote accepted: move to Booked”. See automations.
• The quotes report shows quotes sent, won and lost, your win rate and the reasons people give for saying no.

Templates with your branding

Save the quotes you send often as templates, with a cover photo of the work, your logo and your colours. Building a quote for a hot water replacement or an end of lease clean then takes a couple of clicks. Want something to start from? Our free quote template shows what a good Australian quote includes, and quote vs estimate explains the difference.