Quote Visits and Creating Quotes from Jobs

What is a Quote Visit?

A quote visit is when you or your team go to a customer's site to assess the work before sending a quote. In Cooledge, these are jobs with the Quote Visit status (shown as an amber/yellow badge).

Common scenarios:

• Customer called requesting a ducted AC install — you need to see the site first
• Builder wants a quote for a new build — you visit to take measurements
• Existing customer wants additional work — you visit to assess what's needed

The job exists as a placeholder that tracks the visit, and the actual quote gets created afterwards.

Quote Visit vs Work Order

It helps to understand when each status applies:

Scheduling a Quote Visit

To get a quote visit on the calendar:

1. Create a job manually (or one is created from a lead) with status Quote Visit
2. Go to the job's Bookings tab
3. Click "Create Booking"
4. Choose a date, time, and assign staff
5. The booking appears on the calendar in amber/yellow

Your team can then see when and where the quote visit is scheduled.

Creating a Quote from a Job

After visiting the site, you'll want to create the actual quote. There are two ways depending on whether you're on the Portal or the mobile app.

Portal

1. Open the job detail page (while in Quote Visit status)
2. Click "More Actions" (top right)
3. Click "Create New Quote"
4. A quote type selector appears — choose from:
   • Kits & Items Quote
   • Ducted Quote
   • Floor Plan Quote
5. The quote editor opens with the customer, site, and job details pre-filled

Mobile App (Expo)

The quickest way is through the Finish Visit flow:

1. When your timer is running on a quote visit job, tap "Finish Visit"
2. Tap "Finish Visit & Create Quote"
3. A quote type selector appears — choose the type you need
4. The quote editor opens pre-filled with job details

You can also create a quote from the job detail page directly, without needing to be on a timer.

For full details on all Finish Visit options, see Finishing Visits.

What Happens After Creating the Quote

When you create a quote from a job, a few things happen automatically:

The Quote is Tracked on the Job

The quote appears in the Quotes section on the job detail page with an "Unsent" badge. This is visible on both the Portal and the mobile app.

This helps your team see at a glance: "We visited this site and created a quote, but it hasn't been sent yet."

Dashboard Action Items

If a draft quote sits unsent for more than 24 hours, it appears on your dashboard as a "Jobs With Unsent Quotes" action item — a gentle reminder to review and send it.

Sending the Quote and the Pending Quote Hold

Once you review and send the quote to the customer, the system automatically:

1. Places the job on a "Pending Quote" hold
2. The job moves to On Hold status with reason "Pending Quote"
3. The job is kept out of your active work list while waiting for the customer to respond

This is a system hold — it has no expiry date and lasts until the quote is resolved. You don't need to do anything manually.

What Resolves the Hold?

For more on how holds work, see Putting Jobs on Hold.

Quote Expiry and Follow-up

If a sent quote passes its validity date without being accepted:

1. The quote status changes to Expired
2. The "Pending Quote" hold is released
3. The job returns to its original status (e.g., back to Quote Visit)
4. A dashboard action item appears: "Expired Quotes Need Follow-up"

This ensures expired quotes don't fall through the cracks. The job is back in your active list, prompting your team to follow up with the customer — maybe resend with updated pricing, call to discuss, or close the job if they've gone elsewhere.

For more on dashboard action items, see Dashboard Action Items.

Multiple Quotes for One Job

You can create multiple quotes for the same job. This is common when:

• Offering different options (budget vs premium)
• Customer requests a revised quote
• Additional work is quoted separately

Each quote tracks independently — if one expires, it doesn't affect the others. The "Pending Quote" hold only releases when all linked pending/sent quotes are resolved.

The Full Quote Visit Flow

Here's a typical end-to-end example:

1. Lead comes in — customer wants a ducted AC install
2. Create job as Quote Visit, schedule a site visit for Tuesday
3. Tuesday — technician visits site, takes measurements, stops timer with "Finish Visit & Create Quote"
4. Tuesday afternoon — back in the office, you finalize the quote in the Portal and send it
5. System automatically places job on "Pending Quote" hold
6. Three days later — customer accepts and pays deposit
7. System automatically releases hold, job status updates
8. You schedule the work — job is now ready for installation

Common Questions

Can I create a quote from a Work Order job? The "Create New Quote" action is specifically for Quote Visit jobs. For Work Order jobs, you'd typically create additional quotes from the Quotes page and link them to the job.

What if I visit the site but don't create a quote right away? That's fine. The job stays in Quote Visit status. After 24 hours, a "Quote Visits Need Quotes" action item will appear on your dashboard as a reminder.

Can I skip the quote visit and just create a quote? Absolutely. Not every job needs a site visit. You can create quotes directly from the Quotes page and link them to jobs later, or create a quote from the job detail page without scheduling a visit first.

What happens if the customer calls to accept verbally? You can manually accept the quote in the system, which will trigger the same hold release and status update as if the customer accepted online.

Related Articles

• Finishing Visits - All Finish Visit modal options for quote and work order jobs
• Putting Jobs on Hold - How holds work, including the Pending Quote system hold
• Linking Quotes to Jobs - Connecting quotes to existing jobs
• Quoting Basics - Creating and managing quotes
• Dashboard Action Items - Understanding your dashboard todos