Quotes & proposals

Quotes price a single job. Proposals offer recurring services, with a price for each frequency. Walkthroughs capture a building room by room before you price it. All three can be signed or approved by the customer online.

Quote, proposal or recurring contract?

• Quote: one-time work, such as a post-construction clean, a repair or a paint job. It lives on the job's Quote tab.
• Proposal: recurring work you are bidding on, such as weekly office cleaning. You can offer more than one frequency, the customer picks and signs online, and each choice becomes a recurring service.
• Recurring contract: the agreement for recurring work you have already agreed on, under Recurring Work or Bundled Agreements. See Recurring contracts.

How to build a quote

1. Create a job (see Jobs & scheduling) and tick This needs a quote first., or open an existing job.
2. Click the Quote tab.
3. Add lines with Add line item, or pick from your price list with Add from Services. Set the Tax rate (%).
4. Optionally open a calculator (pricing, painting, carpet cleaning or moving), fill it in and click Apply to Quote. If the calculator would replace lines you typed yourself, it asks first.
5. Under Photos with quote, choose any job photos to include.
6. Click Save Draft. Use Preview to see the customer's version.

The calculator for your industry is switched on when you set up. Turn on others under Features → Calculators. They do the arithmetic on your own rates. JobTill never sets your prices.

How to send a quote by email or text

• Email: click Send Quote, tick any contacts to CC, and click Send Quote. The customer gets a PDF and a link to accept or decline online.
• Text: click Text Quote, pick the number, then Open Messages to send it from your own phone (or Copy). JobTill doesn't send texts itself.

Once sent, a quote is locked. To change it, add a change order or click Duplicate to a new Quote.

How to get a quote signed on site

1. On the Quote tab, click Capture Signature. This needs the Digital signatures feature switched on.
2. Hand the device to your customer. They enter their name, tick I agree to the terms and conditions above, and sign with a finger.
3. Tap Accept & Sign Quote. The customer gets a confirmation email.

What happens when a quote is accepted

Whether accepted online or signed on site, the job leaves the quote stage and waits under the Unscheduled filter on the Jobs page, without a date. You get a notification and an email. Pick the date and crew to put it on the schedule.

How to mark a quote as lost

When a customer goes elsewhere, write the quote off instead of deleting it. Everything stays on file.

1. Open the job and press Mark as lost, or → Mark as lost under Change Status.
2. Add a reason if you like, such as "went with another company". It is saved in the job history.
3. Press Mark as lost.

The job moves to the Cancelled filter on the Jobs page and leaves your quotes and follow-up reminders. The quote link you sent the customer stops working, so it can no longer be accepted.

To bring it back, open the job and press Reopen quote. The quote returns as a draft so you can update it. Sending it again gives the customer a new link. If the job was created from an inspection finding, that finding stays open after the quote is marked lost and is not re-linked when you reopen.

Delete job is different: it removes the job, its photos, notes and quote permanently.

How to take a deposit

1. On the quote, switch on Require a deposit to start.
2. Choose Percent of total or Flat amount. The quote shows the Deposit due to start and the Balance on completion.
3. Send the quote. If Stripe is connected, the customer sees Accept & Pay Deposit and pays when they accept. The final invoice takes the paid deposit off automatically.
4. If you collect the deposit yourself, click Mark deposit as received.

Set your usual deposit under Settings → Company → Default deposit (%).

How to add a change order

A change order adds to an accepted quote without changing what was signed.

1. On an accepted quote, under Change Orders, click Add change order.
2. Give it a title and line items. Tick Require customer signature when sent if the customer must sign it.
3. Click Create change order, then either Send for sign-off or Apply directly if the customer already agreed.

Approved change orders are added to the job's invoice.

How to do a walkthrough

1. Click Walkthroughs in the left menu, then New walkthrough.
2. Choose the Client, a Title, the Location and the area types, then click Start walkthrough.
3. Add Building notes, then use Add area for each room or space. For each area, add notes, Observations and photos (Add photo).
4. Click Complete walkthrough, then Create proposal to price it.

How to send a proposal for recurring work

1. Click Proposals in the left menu, then New proposal. Choose the client, or start from a completed walkthrough. Then click Create proposal.
2. Under Services offered, click Add service. Choose Recurring or One-time, and the location.
3. For recurring services, enter a monthly price for each frequency you offer (for example Weekly and Every other week), and the start date.
4. Click Send proposal.
5. The customer picks the services and frequencies they want, types their name and clicks Approve selected services. Each recurring choice becomes an active recurring service. See Recurring contracts.

One-time items a customer picks on a proposal are marked as chosen, but aren't turned into jobs automatically. Create those jobs yourself.

How to draft a proposal's scope with AI

Draft with AI writes the scope of work for a proposal, plus a short description under each service. You review every word and choose what to use. It never suggests or fills in prices.

1. Open the proposal and add your services, or attach a completed walkthrough. The more the proposal has, the more specific the draft.
2. Under the description, click Draft with AI.
3. Optionally add a sentence or two about the job, such as "upstairs bath in unit B, walk-in shower with a glass door, keep the window". Click Draft.
4. For each piece, click Use this to put it on the proposal or Skip to keep what you have. Use all takes everything, and Draft again writes a new version.
5. Edit the text like any other, then click Save details.

The scope comes in short sections: About the site, How we'll work, If we find more (anything that could change the work, which you confirm with the customer before doing it) and We also recommend (not included). Sections with nothing to say are left out. It works on draft and sent proposals.

To write the draft, the proposal's services and walkthrough notes are processed by our AI provider, Anthropic, with the customer's name, contact details, street address and all prices removed first. Anthropic does not train its models on this data. See our privacy policy.

Don't want it? An admin can turn it off under Settings → Features → AI scope drafting.

How to print a quote or proposal

1. Quote: on the job's Quote tab, click View PDF.
2. Proposal: open the proposal and click Print / PDF at the top.
3. A preview opens in JobTill showing every page. On a phone, tap Share / Print to print, save or send it. On a computer, click Download.

A printed proposal has a QR code. The customer scans it with their phone camera to review, pick their option and sign online, which sets up the recurring service. A paper signature doesn't set anything up on its own.