Quotation Module

The Quotation Module in Upvoit is designed to help businesses create, manage, and track quotations quickly and accurately. Manual quotation creation is often time-consuming, error-prone, and difficult to monitor once sent. This module automates calculations, standardizes formatting, and centralizes quotation data, enabling users to generate professional quotes in seconds instead of hours.

With this module, teams can:

• Create accurate and professional quotations

• Track quotation status in real time

• Collaborate with technicians and managers

• Convert quotations into jobs effortlessly

• Maintain a complete activity and communication history

Accessing the Quotation Module

The Quotation Module can be accessed from the Sidebar Menu.

• Navigate to Quotes from the sidebar.

• This opens the Quotation Listing Page, which provides a complete overview of all quotations.

Quotation Listing Page

The listing page gives a consolidated view of all quotations and helps users manage them efficiently.

Status Overview

At the top of the page, status-wise counters are displayed:

• Created

• Sent

• Approved

• Rejected

• Expired

This helps in tracking quotation progress at a glance.

Filters and Search

Users can narrow down quotations using multiple filter options:

• Search by client name, quotation title, or any keyword

• Filter by date range

• Filter by quotation status

These filters help locate specific quotations quickly, even in large datasets.

View Options

Users can switch between two views:

• List View – Displays quotations in a structured table format

• Kanban View – Displays quotations by status columns

• Supports drag and drop to move quotations between statuses

List View Details

Each quotation row displays the following information:

• Quote number

• Date

• Client name

• Title

• Property

• Status (editable directly from the list)

• Total amount

Creating a New Quotation

Located at the top-right corner of the page.

Clicking Create Quote opens the quotation creation form.

Basic Details Section

This section captures essential quotation information:

• Quote Number: Auto-generated for unique identification

• Client: Select an existing client or add a new one using Add New Client

• Property Selection: A pop-up appears after selecting the client. If only one property exists, it is auto-selected

• Quotation Date: Defaults to today’s date (editable)

• Due Date: Optional and configurable

• Title: Short description of the quotation

• Status: Select the current status

• Rating: Optional, based on internal workflow

Assigning Technicians

• Use Assign To field to assign technicians.

• Enable email notification by ticking the checkbox.

Custom Fields

Additional custom fields can be added based on configuration.

Helps align the quotation with specific business workflows.

Products and Services Section

This section defines the items included in the quotation.

Item Types

There are three types of items:

• Simple Items: Standard products or services, includes name, quantity, and pricing

• Optional Items: Similar to simple items, can be marked as Recommended, useful for upselling

• Text-Only Items: Contain only a title and description, useful for notes, instructions, or clarifications

Adding Items

• Search existing products or services.

• If an item does not exist, use Create New Service to add it.

• Quantity and details can be adjusted.

• Markup is also set if markup is on from configuration.

• Markup can be counted in percentage or fixed amount.

Item Management

• Drag and drop items to reorder.

• Edit or delete items at any time.

Templates

Templates help save time when frequently using the same set of items.

• Click Templates to select a predefined template.

• All template items are automatically added to the quotation.

• Items can be edited or removed after selection.

• Templates can be created and managed from Settings.

Terms, Notes, and Payment Summary

Terms and Notes

• Add conditions or messages for the client.

• Default terms and notes (if configured) are auto-applied to new quotations.

Payment Calculations

All calculations are handled automatically:

• Subtotal is calculated based on items.

• Discounts: Flat amount or percentage.

• Deposit: Flat amount or percentage.

• Tax Rate: Selectable from dropdown.

• Tax configurations are managed in settings.

Internal Notes and Attachments

This section is designed for internal collaboration.

• Add internal notes for technicians or managers.

• Upload attachments.

• Choose whether notes and attachments should also appear in jobs and invoices linked to the quotation.

Once all information is added, save the quotation.

Quotation Details Page

Clicking a quotation from the list opens the detailed view.

Header Information

At the top of the page:

• Quote number

• Client name

• Current status

• Action buttons

Left Panel – Quotation Details

Displays:

• Title

• Client and property details

• Dates

• Assigned technicians

• Rating

• Custom fields

Right Panel – Collaboration Tools

Notes

Technicians and admins can add notes for tracking quote smoothly.

Reminders

Set reminders related to the quotation. Detailed reminder functionality is covered in a separate module.

Activities

Users can log activities such as:

• Calls

• Meetings

• Tasks

• Deadline

• Email

• Lunch

Each activity includes:

• Title

• Activity type

• Date and time

• Notes

• Responsible member

• Completion status

Upvoit allows activities to stay automatically synced with your personal calendar. Users can connect or disconnect their Google Calendar or Outlook Calendar from the User Profile section. Once a calendar is connected, any new activities created in Upvoit—such as calls, meetings, or tasks—are automatically added to the selected calendar. This ensures better schedule management and helps prevent missed activities. Calendar syncing can be turned off at any time, and once disconnected, no further activities will be synced.

Quotation Content Overview

Below the activity section:

• Full list of products and services

• Terms and notes

• Payment summary

• Internal notes and attachments

Delete Quotation

A Delete button is available at the bottom-left.

Used when a quotation is no longer required or created by mistake.

Action Buttons

Located at the top of the quotation details page.

Send Email

• Send quotation directly to the client.

• Email template is loaded from configuration.

• Template can be edited before sending.

• Option to attach quotation PDF.

Edit

• Modify quotation details.

• Client cannot be changed.

• Property address can be changed if multiple addresses exist.

More Actions

• Convert to Job: Instantly convert quotation into a job, key details are carried forward.

• Clone Quote: Duplicate the quotation, generates a new quote number.

• Download PDF: Download the latest version of the quotation as a PDF.

Summary

The Quotation Module in Upvoit streamlines the entire quotation lifecycle from creation to conversion. It ensures accuracy, improves collaboration, and keeps all quotation-related data organized in one place. By automating calculations and offering flexible management tools, the module significantly reduces manual effort and enhances overall efficiency.