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Create or Edit a Quote

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*Requires the MaintainX® for Service add-on.

Create a New Quote​

You can create a quote from a customer work request or from scratch. When you create a quote from a request, MaintainX carries over details such as the description, contact information, location, and asset.

Create a New Quote from a Work Request​

  1. From the sidebar, select Requests.
  2. On the Requests screen, select a request from the list pane to open it in the details pane.
  3. Select Create Quote.
  4. Fill in the quote form fields as needed.
note

When you create a quote from a work request, MaintainX prepends Quote for to the title of the request in the Requests module. For example, if the request title was Replace blown fuse in air compressor, it becomes Quote for Replace blown fuse in air compressor when you create the quote.

Create a New Quote From Scratch​

  1. From the sidebar, select Quotes.
  2. Select + New Quote. The New Quote form opens.
  3. Enter a title for the quote, and fill in the other quote details (see Quote Form Fields).
  4. Select Create.

Edit a Quote​

You can edit a quote while its status is Not sent or Awaiting approval. Approved and Rejected quotes aren't editable.

You can reopen a rejected quote to make it editable again. Reopening a quote changes its status back to Not sent and revokes the existing shared link. You can then update the quote and resend it for review. For details, see Reopen and Resend a Rejected Quote.

From the Quotes module:

  1. From the sidebar, select Quotes.
  2. Select the quote you want to edit to display its details.
  3. In the quote details, select Edit.
  4. Update the quote form fields as needed.
  5. Select Update.

Quote Form Fields​

Quote form fields define the properties of a quote. The following table describes each of the fields in the quote form.

Title​

The title of the quote. It can be up to 255 characters long.

You cannot create a quote without a title.

Description​

A short description of the quoted work. It can be up to 4096 characters long (roughly 500 to 700 words).

Include the details the customer needs to understand the scope of the quote.

If you're creating the quote from a work request, the description the customer provided in the request is added to the quote description automatically.

Attachments​

Attach files or photos to the quote.

You can choose any files or photos on your computer.

Customer​

The customer associated with the quote.

You can't create a quote without a customer.

Contacts​

The customer contacts associated with the quote.

If you're creating the quote from a work request, the contact who opened the request is added automatically.

For more information about customer contacts, see Manage Customer Contacts.

Location​

The customer location where the quoted work will take place. You can choose from any of the customer's locations.

If you're creating the quote from a work request, the location specified in the request is added to the quote automatically.

Asset​

The asset associated with the quoted work. You can choose from any of the customer's assets.

If you're creating the quote from a work request, the asset specified in the request is added to the quote automatically.

Parts​

Add parts or materials required for the work. You can select any part from your parts inventory. MaintainX® displays the Unit Cost from the Parts module in the Unit Price field as a reference, but you must enter a value to add it to the quote.

For each part, specify:

  • Name: The part to include on the quote.
  • Quantity: How many units of the part.
  • Unit Price: The price per unit.

MaintainX calculates Total Parts from the quantity and unit price of each part line.

To add more parts to the quote, select + Add.

Labor​

Add labor costs for the work on a quantity x rate basis. For example, enter the number of hours in the Quantity field and the hourly rate in the Unit Price field.

For each labor line, specify:

  • Description: What the labor covers.
  • Quantity: The number of hours (or other units).
  • Unit Price: The rate per unit.

MaintainX calculates Total Labor from the quantity and unit price of each labor line.

To add more labor lines to the quote, select + Add.

note

The Labor section is not connected to team and user information in MaintainX. If you've set hourly rates for your technicians in the Teams and Users module, they are not entered automatically. You must enter them manually.

Extra Costs​

Add costs that are not parts or labor. Common extra costs include travel expenses, disposal fees, and permits.

For each extra cost, specify:

  • Description: What the cost covers.
  • Quantity: How many units.
  • Unit Price: The price per unit.

MaintainX calculates Total Extra Costs from the quantity and unit price of each extra cost line.

To add more extra costs to the quote, select + Add.

Discount​

A reduction applied to the quote. Select + Add discount to display discount fields. You can enter it as a flat amount ($) or a percentage (%).

If the quote also includes a percentage tax, MaintainX applies the discount before calculating the tax.

Tax​

Tax applied to the quote. Select + Add tax to display tax fields. You can enter it as a flat amount ($) or a percentage (%).

When tax is a percentage, MaintainX calculates it on Total Parts, Total Labor, and Total Extra Costs. If the quote includes a discount, MaintainX calculates the tax on the discounted amount.

Adding Multiple Taxes

A quote can have only one tax line. If you need to apply multiple taxes, consider one of the following workarounds:

  • Calculate all the taxes manually, then add the total amount in the tax line.
  • Calculate each tax separately and add each amount as an extra cost. Note that if you use this method, any discount you apply will be applied to the tax amounts.

Total​

The overall quote amount. MaintainX calculates it as follows:

(Total Parts + Total Labor + Total Extra Costs - Discount) + Tax

When tax is a percentage, MaintainX calculates it on the amount after the discount.