Creating and Managing Your Quotes - User Guide

Creating Quotes in ServiceBox

You can create a quote from multiple places within ServiceBox:

• Main Menu: Go to New > Quote.

 

 

Creating a Quote from a Customer

You can create a Quote from inside a customer:

• Locate a customer and open the customer
• Click on the Quote tab
• Click on the Add Quote button

 

Creating a Quote from a Job Site

You can create a Quote from inside a Job Site:

• Locate and open a job site.  
• Click on the Quote tab. 
• Click on the Add Quote button.

 

Creating a Quote from a Work Order

You can create a new quote from an existing work order:

• Open up an existing work order
• Click on the Create Quote button in the top right corner

 

Quote Details 

Once you have selected Add Quote you will be taken to the Quote Details Page.  

If you selected from within a customer or job site the Quote will be pre populated with information for the customer and job site selected.  

If you have started from the main menu you will need to select the customer, you can add a new customer or pick from an existing customer, when filling in the information.  

If you click on add,  you will have the ability to add a new customer right there. 

 

This screen will appear when trying to add a new Customer:

Once you have selected the customer, you can choose a Job Site from the list or click Add to create a new Job Site the same way you created a new customer.

Note: When typing in the address box, the correct address will appear below as it is connected to Google Maps. When the correct address appears, you may stop typing and select it. Doing so will automatically populate the state/province, country, and zip/postal code fields.

The Quote Description should be filled in with the details of the job and the scope of work. This description will print on the quote sent to the customer and will also carry through to the Work Order and Invoice (if selected in Settings).

Click OK to save the Quote.

Once saved, the quote will open to the Quote options screen.

 

 

Adding a Signature to a Quote

Each Quote has the ability to take a signature from a customer or a technician.  Once a quote is verified and accepted by a customer you can click on the Sign button and the signature option will appear:

 

At this point the ability to add a signature to the quote is here:

 

When the signature is added it will appear as follows:

Quote Pricing (Calculator)

Once the quote has been created, you can enter pricing using the Calculator tab. Depending on how your company has configured ServiceBox, you may see preloaded items to select from, or you may manually enter each line.

Available pricing options include Labour, Materials, and any additional categories specific to your business setup.

 

 

Once you have added a line item:

• Select the checkbox to include it in the quote.

• Use the pencil icon to edit the item.

• Use the trash can icon to delete the item, if needed.

At the bottom of the pricing section, you’ll find a summary of the quote totals, including taxes. You can also apply discounts here—these can be customized in the Settings menu.

 

Internal Notes 

Notes are for internal use only and will not appear on any customer-facing documents.

To add a note:

• Type in the Note field.

• Choose the applicable section from the Add To dropdown (Quote, Customer, or Job Site).

To view existing notes, click the blue links under the Notes heading. What you can view depends on your user permissions. For example, selecting Customer may show all notes for that customer (if your permissions allow).

 

To Dos

To Dos help track follow-up tasks related to a quote.

To create one:

1. Click Add To Do.

2. Enter the task details.

3. Assign the task to a user.

4. Choose a due date.

Once saved, To Dos appear in a list on the quote. They also show as reminders in the top bar of ServiceBox when the due date arrives.

Attachments 

You can add files (such as photos, documents, Dropbox links, or direct URLs) to a quote.

To attach a file:

1. Browse and select the file.

2. Enter a name.

3. Click OK.

The file will appear in the list below and can be included in emails or printed with the quote.

E-mail Quote 

Once  your quote is ready you can e-mail it directly to the customer right from ServiceBox.  

The e-mail is pulled from the customer details and the text can be added. You can select the options for the file that will be sent by selecting  Quote Print Options, the defaults are set in Settings and if you want to add additional files you can select to include them as well.

 

After composing the message, click Save and Email to send it.

Tip: Set a default BCC in Settings to automatically receive a copy of all outgoing emails.

Print 

You can print the quote from any tab within the quote screen.

The following box will appear.  

The default options are set in Settings but you can decide to change how you want to print it. 

• Select which details and attachments to include.

• Click Print to generate a PDF in a new tab.

Managing Existing Quotes

To view existing quotes:

• Navigate to the Quote tab within the Customer or Job Site, or

• Use the Quotes section in the left-hand menu.

You can filter quotes by Status or Quote Date using the dropdowns at the top.

Changing the Status of a Quote

You can change a quote’s status from:

1. The Quote List View – Use the dropdown next to the status, then click the checkbox to save.

2. Inside the Quote – Use the status dropdown at the top and click Save at the bottom of the screen.

Changing Quotes into Work Orders/Recurring Work

Once a quote is approved, you can easily turn it into a work order or recurring work (if Recurring Work is enabled).

• Open the quote.

• Click Create Work Order or Create Recurring Work in the upper right corner.

This action copies all quote details into the new work order or recurring setup.

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Need Help?

If you're having trouble creating or managing quotes in ServiceBox, contact our support team at support@jobboxsoft.com.