You can create quotes in SortScape and send them to your customers. SortScape makes it easy to send quotes and track their progress after you've sent them to your customers. Once a quote is accepted, you can schedule the work in the click of a button.
Creating a quote
You can create quotes from a few places inside of SortScape. The primary way is to:
Navigate to the Quotes screen
Click "New Quote"
Select the property you want to quote for
Set the quote date and expiry date
Add your line items with descriptions and prices
Add any notes or special instructions
Save the quote as a draft or send it immediately
Sending new quotes to clients
You can also set a quote to be sent immediately upon it getting created.
To email a quote
Check the "Email Quote" box when creating/editing the quote
SortScape will send the quote using the default "new quote" email template found here.
The client will receive a professional-looking PDF quote attached to the email.
The client can also view and accept the quote through a secure link.
To send the quote by text message
Check the "SMS Quote" box when creating/editing the quote
The system sends a text message with a secure link to view the quote
SortScape will use the default "new quote" sms template found here.
Clients can view and accept the quote directly from their phone or computer
You can also send quotes after they have been created.
Accepting quotes
Clients can accept the quote themselves once it's been sent to them. Here's how it works:
The client receives the quote via email or SMS
They click the secure link to view the quote
They click the "Accept quote" button
When the client clicks the "accept quote" button then all administrators will receive an email letting them know the quote has been accepted. Administrators can optionally unsubscribe from this email.
You can also click the quote as accepted yourself.
Changing quotes
If you change a quote after sending it to the customer, the online quote the customer sees when clicking on the quote link will be updated. However, if you sent the quote as an email then the PDF version of the quote attached to the email will not be updated so you may want to send the quote again.
Tracking quote status
SortScape allows you to track all quotes through their lifecycle. To view quotes and their statuses, please visit the quotes screen.
Quotes will show as having the status:
Draft - hasn't yet been sent to the customer.
Sent - has been sent to customer and waiting on a response.
Accepted - quote has been accepted by the customer and needs to have the work scheduled
Declined - customer has declined the quote. No further action needed.
Scheduled - quote has been accepted and quoted work has been scheduled.
The primary "green" button on the quote will change based on the quote status in anticipation of the next action required. For example, a quote with the "draft" status will have a green button saying "send quote." You can always change the quote status by editing the quote.
Scheduling visits from accepted quotes
Once a quote is accepted, you can easily schedule the work by:
Opening the accepted quote
Clicking the "Schedule visit" button
Choose whether to schedule a one-off visit or a repeating visit.
Set your preferred dates and times and create the visit
If you have the new visit invoice settings feature (customers who signed up since October 2024) then any line items from the quote will automatically get added to to the visit.
Following up on open quotes
The Automatic quote reminders feature requires a subscription to the SortScape Premium plan
Automatic quote reminders allow you to schedule SMS and email notifications to be sent to customers automatically to follow up on outstanding quotes. This saves you time and helps you close more business, helping you stay on top of potential work and improve your quote acceptance rates.
You can enable automatic quote reminders on the Customer Messaging admin screen.
Once you enable the feature, reminder notifications will begin to be sent to customers with outstanding quotes that have been sent but not yet accepted or declined. By default, the reminder notifications will be sent 7 days after they were originally sent.
Message Configuration
By default we have created quote reminder schedules for you. You can configure when reminders are sent (e.g., 3 days after sending the quote, then 7 days after, etc.) and choose whether to send by SMS, email, or both.
You can edit existing reminder schedules to change the following fields:
What time to send it
How many days after the quote was sent
Who it is sent from
Message type (email or sms)
Which template to use
Click on the "Upcoming messages" link to get a preview of upcoming quote reminders scheduled to be sent.
Managing Individual Quote Reminders
You have granular control over quote reminders:
Disable reminders for specific quotes: When viewing a quote, you can use the "Turn off reminders" option in the quote dropdown menu to disable automatic reminders for that particular quote. This is useful for quotes that don't need reminders or have been handled through other channels.
Disable quote reminders for specific contacts: If you don't want a specific contact to receive automatic quote reminders, you can go to that contact and disable the "Quote reminders" setting.
Below is more detailed information on how automatic quote reminders work:
Reminders are only sent for quotes with "Sent" status that haven't been accepted or declined
Messages are sent to the billing contact for the quote's property
Emails are sent to the email address specified for the contact and SMS notifications are sent to the mobile number specified
We will not attempt to send an email to a contact that doesn't have an email specified or an SMS to a contact that doesn't have a mobile number specified
All contacts are set to receive quote reminders by default unless you change this setting
SMS notifications will not be sent before 7:00am or after 9:30pm
If you change a quote status to "Accepted" or "Declined", automatic reminders for that quote will stop
Managing quote settings for your account
From the quotes administration screen, you can customise various quote settings to match your business needs:
Company Logo
Upload your company logo to appear on all quotes sent to customers, helping establish your brand identity.
Company Details
Enter your company information and contact details to clearly identify your business as the quote provider.
Default Quote Expiry
Set the default number of days that quotes remain valid. New quotes will automatically be created with this expiry timeframe.
Quote Instructions
Add custom text to appear at the bottom of each quote. This is ideal for including terms and conditions, payment requirements, or other important information that should appear on all quotes.
Show item names on line items?
If enabled then customers will see both the item name and item description on each quote line item. If disabled they will only see the item description.
Default Tax Rate
Specify the tax rate that will be automatically applied to all new quotes.
Default Tax Treatment
Choose how tax is displayed and calculated on your quotes:
Tax Inclusive (non-US customers) - Line items shown on the quote already include taxes (common in Australia). The quote will display the total amount and indicate how much tax is included. For example, if the tax rate is 10% and quote items total $100, the final amount remains $100 with $9.91 included as tax.
Tax Exclusive (non-US customers) - Line items shown on the quote do NOT include taxes. Taxes will be added on top of the quoted amounts. For example, if the tax rate is 10% and quote items total $100, the final amount will be $110 with $10 added as tax.
Taxable (US customers) - Taxes will be added to each quote by default, following US tax regulations.
No Tax - No taxes will be applied or shown on quotes.
Tax Rates
Manage the various tax rates applicable to your business. System tax rates may be automatically added based on your country, but you can also create custom rates. When adding items to quotes, you can specify which tax rate applies to each line item.