Whether you're booking a customer job or reserving time for internal tasks, QuoteIQ gives you two scheduling tools: Create Job and Create Event. This guide walks you through both methods, so you always stay in control of your calendar and availability.
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Two Options For Scheduling:
Use Schedule Job for any customer-facing work that involves estimates, invoicing, and reporting.
Use Create Event for everything else you want on the calendar that isn't a billable job.
Option 1: Schedule from an Estimate
Step 1: Go to the Estimates Tab
Click the Estimates tab in the left-hand menu, then find the estimate you want to schedule.
Click the Schedule button to begin.
Step 2: Confirm Schedule Details
On the scheduling screen, select:
Start Date, Start Time, and End Time
If recurring, turn on Recurring Schedule and choose a recurrence type (daily, weekly, bi-weekly, monthly, or every 6 months)
Select an End Date for the recurrence
Then, choose a Permitted User (employee or team member), add Notes if needed, and review the services pulled in from the estimate.
Click Confirm Schedule when ready.
Step 3: View the Job in Your Calendar
Go to the Calendar tab and click on the scheduled day.
This opens the Daily Schedule View, where you'll see the job listed along with your Daily Total at the top.
Click the job to view full details:
Scheduled Date, Time, and Countdown
Services and Prices
Job Notes
Action Buttons including:
Send Appointment Confirmation
On The Way Text
Start/Stop Timer
Complete Job, with options to: Create an Estimate, Send Invoice (App, Phone, or Email), Mark as Done, Mark as Paid
You'll also see Phone and Message buttons to contact the customer directly
Option 2: Schedule from the Calendar
Step 1: Go to the Calendar Tab
Click the Calendar tab and press Create Event at the top right of the screen.
Step 2: Choose Job or Event
You'll be prompted to select either Create Job or Create Event.
Create Job: Takes you through the same job scheduling process as above. Set the date, time, customer, services, recurrence, and assign a user. Once saved, it appears on your calendar like any other job.
Create Event: Use this when you're not scheduling a job, but still need to block off time. Events won't affect revenue reports or job totals.
When to Use Create Event Instead of Create Job
Use Create Event for:
Blocking unavailable time – personal obligations, appointments, holidays
Internal tasks – team meetings, equipment maintenance, admin work
Buffer time – space between jobs to reset, drive, or regroup
Recurring non-job tasks – like payroll reviews or weekly planning
Calendar visibility only – events won't show in reports, revenue, or job stats
More Scheduling & Routing Features
Beyond basic job and event scheduling, QuoteIQ includes additional tools to help you manage your day more efficiently:
Google Calendar Sync (All Plans)
Your QuoteIQ calendar syncs with Google Calendar so all your jobs and events appear in both places. Changes made in QuoteIQ automatically reflect in Google Calendar.
Automated Appointment Reminders (All Plans)
Customers automatically receive SMS and email reminders before their scheduled appointments. This reduces no-shows and keeps your schedule running smoothly.
Dispatching (Elite and above)
Assign and dispatch crews to jobs based on their location and availability. See who's available, where they are, and assign them to the next job — all from within QuoteIQ.
Route Optimization (Elite and above)
Automatically organize your daily route to reduce drive time and fuel costs. QuoteIQ calculates the most efficient order for your scheduled jobs and maps the route for you.
Route Density Zones (Elite and above)
Filter your calendar appointments by geographic density zones. See where your jobs cluster on a map so you can plan efficient service days — scheduling jobs in the same area on the same day instead of driving all over town.
Multi-Day Job Scheduling (All Plans)
Create jobs that span multiple days — for example, a painting job running Monday through Wednesday. The calendar renders these as continuous multi-day events with date ranges shown throughout the app. No need to create separate entries for each day.
Schedule Later (All Plans)
Create a job with all the details (customer, services, pricing, notes) but no date. Assign the date when you're ready — without blocking the calendar in the meantime. Perfect for jobs you've quoted but haven't locked down a start date for yet.
Completed Appointment Visual Indicators (All Plans)
Jobs marked as "Done" display a green border, diagonal pattern, and "Done" badge directly on the calendar. See at a glance which jobs are completed versus still in progress without clicking into each one.
Drag-and-Drop for Recurring Events (All Plans)
Drag and drop individual occurrences of recurring schedules to reschedule just that one occurrence — without affecting the rest of the series. If a Tuesday lawn care visit needs to move to Wednesday just this week, drag it without changing every future Tuesday.
Route Optimization & Employee Timeline in Calendar Sidebar (Elite and above)
The calendar desktop sidebar now includes Route Optimization and an Employee Timeline view. Route Optimization shows your optimized daily route directly alongside the calendar. Employee Timeline gives you filtered schedule visibility across your entire team from one sidebar panel.
Mass Invoice from Calendar (All Plans)
Generate invoices in bulk directly from the calendar for completed jobs. Instead of navigating to the Invoices tab or creating them one by one, select completed jobs from the calendar and batch-invoice them all at once.
FAQs
Can I assign a user/employee to an event?
Can I assign a user/employee to an event?
No. Events are for blocking calendar time, not assigning work to employees. Use Create Job to assign work to team members.
Will events show up in my analytics or revenue reports?
Will events show up in my analytics or revenue reports?
No. Events are excluded from all reporting and are only used for calendar visibility.
Can I make a recurring job or event?
Can I make a recurring job or event?
Yes. Both jobs and events can be set to recur on a daily, weekly, bi-weekly, monthly, or every 6 months basis.
Can I edit a job or event after it's been scheduled?
Can I edit a job or event after it's been scheduled?
Yes. Just click on it from the calendar and press the 3 Dots icon, then select Edit Visit.
Do events block availability for InstaQuote or online booking?
Do events block availability for InstaQuote or online booking?
Yes. Any scheduled event marks that time as unavailable for customer self-booking.
Does my QuoteIQ calendar sync with Google Calendar?
Does my QuoteIQ calendar sync with Google Calendar?
Yes. QuoteIQ syncs with Google Calendar on all plans. Jobs and events you create in QuoteIQ will automatically appear in your Google Calendar.
What is Route Optimization?
What is Route Optimization?
Route Optimization automatically organizes your daily scheduled jobs into the most efficient driving order to reduce drive time and fuel costs. Available on Elite and Max plans.
What are Route Density Zones?
What are Route Density Zones?
Route Density Zones show you where your scheduled jobs cluster geographically on a map. This helps you plan service days by area — booking nearby jobs on the same day — instead of driving across town between appointments. Available on Elite and Max plans.
Can I schedule a job that spans multiple days?
Can I schedule a job that spans multiple days?
Yes. Multi-Day Job Scheduling lets you create jobs that run across multiple days (e.g., Monday through Wednesday). The calendar displays them as continuous events with date ranges shown throughout the app.
Can I create a job without picking a date?
Can I create a job without picking a date?
Yes. Schedule Later lets you create a job with all the details — customer, services, pricing, notes — but no date. You assign the date later when the customer confirms or when your schedule opens up.
How do I know which jobs are done without clicking each one?
How do I know which jobs are done without clicking each one?
Jobs marked as "Done" display a green border, diagonal pattern, and "Done" badge directly on the calendar. You can see at a glance which jobs are completed versus still in progress.
Can I invoice completed jobs directly from the calendar?
Can I invoice completed jobs directly from the calendar?
Yes. Mass Invoice from Calendar lets you select completed jobs from the calendar view and generate invoices for all of them in one batch — without navigating to the Invoices tab.