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Quotes Tab - Settings Configuration

Configure how quotes are created, managed, and presented in ServiceBox.

Summary

This article summarizes the features of the Quotes Tab in your ServiceBox settings.

 

Quotes Tab: Settings

This subsection allows you to customize how quotes function in your system.

Here is a list detailing the features and functions of the settings in the Settings subsection of your Quotes Tab:

 

1. Copy description when creating Work Order

  • Checking this box will include the description of your quote on any Work Order created.

2. Copy materials when creating Work Order

  • Checking this box will include the description of Item Categories on any Work Order created.

3. Quote Statuses

You can add, edit, and delete quote statuses to keep quotes organized and avoid redundancy.

Default Status Examples:

  • Draft: Editable quote.

  • Submitted: Sent to the customer, no longer editable.

  • Awarded: Approved by the customer.

  • Not Awarded: Declined by the customer.

If renegotiation is needed, change the quote back to "Draft" to edit and re-submit.

Customizable Fields:

  • Description: Name of the status.

  • No Recalculations: Prevent edits in this status.

  • Show as Expired / Expired After Months: Move quotes to “Expired” after a set period.

  • Restricted: Admin-only access.

  • Viewable in Portal / Can Approve in Portal: Allow customers to view or approve the quote in the portal.

  • Reorder List: Adjust the display order of statuses to match your workflow.



4. Item Categories

By default, categories include Labour, Materials, Sub-Trades, and Other. These help organize billing items.

Customizable Fields:

  • Description: Name of the category.

  • Hide Unit Cost and Quantity / Hide Item Total: Control which fields are visible to customers and basic users.

  • Restricted Add / Restricted Edit: Limit who can add or edit items in this category.

 

Quotes Tab: Quote Items

This is your master pricing list. Each item includes:

  • Name

  • Long Description (optional, accessed by clicking the three-dot icon)

  • Unit Cost

  • Markup %

  • Tax Level (leave blank for non-taxable)

Note: You can export quote items to Excel, update them, and re-import the file. Only spreadsheets exported from this screen are compatible for re-import.

 

 

Quotes Tab: Quote Item Settings

This section controls how items behave when added to quotes.

 An example is shown in the following screenshot.

Available Settings

  1. Allow update of unit cost and markup from quote: 

    • Selecting this box allows the user to make changes to the cost and markup of an item when in the Quote calculator.  This way, the most recent cost or markup will be saved.

  2. Allow new items to be added on quote: 

    • Selecting this box allows the user to add new items to the quote.  We do recommend selecting this box, as it makes things faster while adapting to a customer's demands. However, some customers may be apprehensive to select items that add to their cost of service.

  3. Populate Unit Cost when selecting Items: 

    • Selecting this box will load up the unit cost for the item into the quote once an existing item is selected.

  4. Populate Markup with selecting items: 

    • Selecting this box will load up the markup for the item into the quote once an existing item is selected.

  5. Use $ Markup instead of Percent:

    •  Selecting this box will display the dollar value of a markup instead of a percentage. Note: Selecting this box will display dollar value of markup prices as a default setting for all future created Quote Items.

  6. Pricebook Settings:

    • You can update pricebook settings by selecting appropriate settings from the dropdown selection.

 

Quotes Tab: Quote Templates

Templates let you create pre-built quotes for frequent services. You can:

  • Assign templates to specific categories

 

  • Edit pricing by clicking the pencil icon next to the item

 

Quotes Tab: Signatures

Allow customers to sign quotes digitally.

To enable:

  1. Go to Settings > Quotes > Signatures

  2. Check Allow for Customer Signatures on Quotes

  3. Add a message in Message for Customer to display before signing

This helps streamline approvals.

Example:

An example of the signature section with a custom message is shown in the screenshot below.

By enabling and customizing the signature feature, you can streamline the approval process and ensure that all necessary signatures are collected efficiently.

 

 

Quotes Tab: Print Setup

Customize how quotes appear when printed.

 

 

Customizable Options

  1. Quote Label:
    • The label you input in this field will appear on your printed Quote. 
  2. Additional Contact Info:
    •  In this text box, input any additional info you would like to appear on your Quote (ie. A phone number or email address).
  3. Customer Reference Field Name:
    • If you would like to keep track of POs or Quote numbers from certain customers, then input that associated information into this field (ie. a specific customer's PO number).
  4. Print Checkmarks:
    • Checking off any of the print options at the bottom of this subsection will allow for these items to also be included on printed Quotes.

 

Quotes Tab: Email Setup

Set default values and templates for quote-related emails.

  • Use "Insert" to add placeholders like or

  • Create multiple templates for different audiences

 

NOTE: You can select Alternative Email Template. If you have two different types of emails/customers, you can have specific templates targeted for the recipient. For example, you could have an email template for a marketing email, and a separate template for existing customers. 

NOTE: We have inputs that can be inserted into the subject line or the body of Quote emails. You can insert these inputs by clicking "Insert" and selecting from the dropdown menu (shown in the screenshot above). An example of this is . This will input the current Work Order number into the email, without requiring you to input the Work Order number yourself, saving you time! This feature may be used for the following inputs:

  • Company Logo:  - This will include a small version of the logo in the email from the customer.

  • Company Name:  - This will display the company as defined in the Tenant Tab.

  • Company Address:  - This will display the company address as defined in the Tenant Tab.

  • Customer Name:  - This is the name of the customer as defined in the Quote.

  • Quote Number:  - This will display the current quote number.

  • Job Site Address:  - This is the Job Site address from the Quote.

  • Total Before Tax:  - This is the total amount of the Quote before tax is added.

  • Total Tax:  - This is the total amount of tax in the Quote.

  • Total After Tax:  - This is the total amount of the Quote with Taxes

Quotes Tab: Quotes Approval Settings

As we continue to make improvements to how ServiceBox customers work with their customers we have included an additional feature to make your workflow more streamlined.  One of the additional features we have added in is the ability to send out a link to a customer with the quote email that they will be able to approve the quote remotely. For more information about this setting, follow this link: How to Use Quote Approvals - User Guide - Advanced

 

Need Help?
Contact support by clicking the Help button in the bottom-right corner of your screen when logged in or email us at support@jobboxsoft.com.