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About Quotes

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*Requires the MaintainX® for Service add-on.

A quote details the scope and cost of a service job for a customer. You can create a quote from a customer request or from scratch, and share it with the customer for review. After the customer approves it, you can convert it to a work order that you can share with the customer so they can follow the progress of the work.

  • Administrators can create, edit, share, comment on, archive, and configure quotes. They can also configure the Quotes module. For example, to require a customer signature or PO number on approval.
  • Full Users can view and share quotes they own, but can't create, edit, or archive them.

The Quotes module is available to service provider organizations on Premium and Enterprise plans as part of the MaintainX for Service add-on. For more information, see MaintainX for Service.

Quote Concepts​

Here are some important concepts about quotes.

The Quote Lifecycle​

A quote can be created from a customer request or from scratch. Once created, it moves through the following statuses:

  1. Not sent: The quote has been created but not shared with the customer.
  2. Awaiting approval: The quote has been shared with customer contacts via an external link or a Guest user account. The customer can view, comment on, and approve or reject the quote.
  3. Approved: The customer has approved the quote. The quote is locked, and ready to be converted to a new work order or linked to an existing one.
  4. Rejected: The customer has rejected the quote. You can reopen the quote, make edits, and share a new link with the customer.

For more information, see Process Quotes.

Line Items​

A quote is made up of line items that describe the work to be performed and the associated costs. MaintainX supports the following line items:

  • Labor: Time spent on the job, calculated as a rate multiplied by the number of hours.

  • Parts: Individual parts or materials, calculated as a unit price multiplied by quantity.

  • Extra costs: Any additional costs that don't fit into labor or parts, such as travel or disposal fees.

  • Discount: Applied to the subtotal before taxes. Added as a flat amount or a percentage.

  • Tax: For example, sales tax. Added as a flat amount or a percentage. Calculated after any discount.

    You can also add a tax as a percentage of the subtotal. For more information, see Create or Edit a Quote.

When you create a quote and share it with a customer, MaintainX generates an external link. The customer doesn't need a MaintainX account to open the link. The link expires after 30 days. If the link expires before the customer responds, you can generate a new one.

For more information, see Process Quotes.

Approval Requirements​

Depending on your organization's settings, a customer might be required to provide one or both of the following before their approval is accepted:

  • A purchase order (PO) number
  • A signature

For more information, see Quote Settings.

The Audit Trail​

MaintainX keeps a full audit trail for each quote. The audit trail records key events including when the quote was created, shared, viewed by the customer, approved or rejected, and when a work order was created from the quote. The full record appears along with the comment history in the quote details.

Terms and Conditions​

You can add your organization's terms and conditions to new quotes automatically. See Quote Settings.

Quotes and Other MaintainX Entities​

This section explains how quotes connect to other MaintainX entities.

Quotes and Customers​

A quote must be associated with a customer. The customer's contacts are available to select when you share the quote externally. For more information, see About Customers.

Quotes and Work Requests​

A quote can be created directly from a work request. When you create a quote from a work request, the relevant details from the request are carried over to the quote.

For more information, see Create or Edit a Quote.

Quotes and Work Orders​

Once a customer approves a quote, you can use it to create a work order. The work order is pre-filled with details from the quote, similar to how work requests work. You can also link a quote to an existing work order. MaintainX links the quote to the work order as a reference.

For more information, see Process Quotes.