Repair and maintenance firms
Each job record holds the fault report, the assigned technician, the parts used and the current status.
SERVICE
Quote and job tracking software
We build quote and job tracking software for service companies. Quotes, jobs and customer requests sit in one place. We set it up for repair and maintenance firms, agencies, engineering firms and consultancies. The first version is ready to use in 4–6 weeks.
We build it around how you already work: how a quote is prepared, who approves it, who gets the job, when it is invoiced. Instead of forcing your process into a ready-made tool, we move the process into the system as it is.
We don't move everything in the first version. We start with the one workflow that wastes the most time. For most companies, that is the step from quote to job. Once the team is using it, we add the next workflow. You switch over step by step, without stopping work.
Who is Quote and job tracking software for?
For companies where a job passes through several people between quote and delivery, and that path is tracked in spreadsheets and WhatsApp groups. As the team grows, that setup stops holding together. The information exists, but nobody knows who has it.
Agencies and consultancies
Quotes, approvals, task lists and deadlines are tracked per client. You can see who is waiting on what.
Engineering and contracting
Site surveys, quote revisions and project stages are recorded. Nobody argues about which revision is current.
Wholesale and supply
The price quote, order and shipping status move forward on the same record.
What problem does Quote and job tracking software solve?
Companies that want to move from spreadsheets to job tracking software usually have the same complaint: the information is there, but it is scattered.
Which file is current?
Quotes live in email, on laptops and in a shared folder. In the system, every quote has one record and a visible status.
Quotes take too long
Each quote is copied from an old file and the prices are fixed by hand. The software builds quotes from your product and service list, so a quote takes minutes.
Constant status questions
"Did the quote go out? Has the job started?" gets asked many times a day. The status sits on a dashboard everyone can see.
Reports made by hand
How many quotes went out this month, and how many were accepted? You get the numbers in one click instead of adding them up from files.
What does Quote and job tracking software include?
The starter package includes the following. We confirm the exact scope with you on the call, based on your workflow.
- Customer and contact records
- Quotes built from your product and service list, with PDF export and email sending
- Quote statuses: draft, sent, accepted, declined
- Turning an accepted quote into a job or service record and assigning an owner
- Job steps, notes, file attachments and due dates
- Notifications and reminders: quotes awaiting approval, overdue jobs
- Roles and permissions: who sees what and who can change what
- Summary reports and export to Excel
What the starter scope leaves out is clear too: accounting and e-invoicing integration, stock tracking and a separate mobile app for field staff are discussed separately. If you need any of them, tell us on the call and we will scope and quote for it. If you don't need them, we won't suggest them.
How it works
Example scenario: Picture an air-conditioning service company with ten people. Customers report faults by phone and the details go into a spreadsheet. Jobs are handed to technicians in a WhatsApp group. Quotes sit in a separate file. At the end of the month, working out which jobs have been invoiced takes a full day.
Once the software is in place, a fault is logged on one screen and assigned to a technician. The technician sees the job on their phone and adds the parts used and a note. If a quote is needed, it is created from the same record and sent to the customer. When it is accepted, the job carries on.
When a customer calls to ask about their job, whoever answers opens the record and replies. Nobody has to call the technician. When the job is done, the customer is told automatically. At the end of the month, finished jobs waiting to be invoiced are in one list.
Each morning the manager sees open jobs, pending quotes and overdue work on one dashboard. This scenario is fictional and does not describe a real business.
PROCESS
Three steps. No surprises.
We listen.
We learn how your business runs and where time gets lost. A free 20-minute call.
We get specific.
We put scope, timeline and price in writing. We won't suggest features you don't need.
We build.
You see progress every week. We stay on hand after delivery, too.
Price and timeline
What does job tracking software cost? Quote and job tracking software is part of our Process Automation package. We quote in writing after a free 20-minute call where we listen to how your work flows.
What raises the price
- Integration with accounting, invoicing or stock software
- Many roles, approval steps or locations
- Moving old customer, quote and job data over from spreadsheets
- Separate mobile screens for field staff
What lowers the price
- Starting with a single workflow
- Few roles and a simple approval process
- Clean, well-organised existing data
- Keeping first-version reports to a few basic summaries
We take half the fee at the start and half on delivery. For larger projects we agree a three-stage payment plan. After setup, the running costs are hosting and, if you use them, email or message sending. There is no per-user licence paid to us as your team grows. Our quote lists each cost and what it depends on.
Frequently asked questions
What happens to our spreadsheets?
We move them over. Customer lists, product and service lists and open jobs usually come across on day one. We decide together how much old history you really need. The tidier the data, the quicker the move.
Is there a monthly fee?
Setup is a one-off job. You don't pay us a per-user or mandatory monthly licence. Infrastructure such as hosting has its own usage costs, and we list them in the quote. If you like, you can add monthly maintenance and development after delivery.
Who owns our data?
You do. We set the system up in your accounts, and the code and data belong to you. You can export everything or hand the system to your own team whenever you want.
How long does it take?
The starter package takes 4–6 weeks. We work in weekly steps, so your team sees working screens early and gives feedback.
Why not use an off-the-shelf tool?
Off-the-shelf tools start fast, but they work to their own template, not your process. If your workflow is standard, a ready-made tool may be enough, and we'll tell you so plainly on the call.
Will it connect to our accounting software?
If your accounting software can send and receive data, yes. On the call we ask what you use and tell you up front whether a connection is possible and what it involves.
Tell us about your business.
On a free call we listen to what you need. Then we give you scope, timeline and price in writing.
Book a call