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A quote in Service Geeni reflects the agreed pricing and scope of work before it becomes a job. Choosing the right quote type ensures accurate pricing, correct billing and smooth conversion to jobs.
There are four main quote types:
Time & Materials: Fixed Price.
Estimate (Time & Materials).
Fixed Price Only.
Third Party.
Getting There
You can create and manage your quotes from the Quotations section.
Go to the Quotations module via the Records menu.
Click Create New Quotation.
This is where you will build your quote. Depending on the type selected, different field options will display.
Standard Quote | Time & Materials: Fixed Price
This is the standard quote type for most field service scenarios. You build the quote using Time & Materials charge codes, so the system calculates the total.
You can use this when you want the system to calculate costs based on stock, labour and miscellaneous charges, but the customer will be billed a single fixed amount.
Raise The Quote
To get started:
Select Job Quotation from the Type field.
Choose the Customer, Site, Primary Contact and Branch.
Set the Charge Code to Time and Materials (TAM).
Click Add New Task (this opens a collapsible section called Tasks).
Add a Task Description.
Select an Equipment item.
Check that the Charge Code is set to TAM.
Next, add any Stock or Miscellaneous items and Labour to the quote.
Make sure the Labour Charge Code is set to TAM.
Allow the system to calculate the total and copy the Total Revenue figure.
Work your way back through all the charge codes and change them to Fixed Price.
So, change Labour, Tasks and General Information.
Scroll back to the summary section:
Enable Charge Fixed Price.
Paste in the copied amount.
Raise the quote.
When prompted to raise a reservation or part request, click no. You'll be taken back to the Quotations screen.
Do not raise parts requests until after the quote is Accepted.
When you're ready to accept the quote:
Select Accept via the drop-down.
Click Yes to confirm the status change.
Now, you can raise a Stock Reservation or Part Request.
It is important to raise the Part request at this stage, as your quote will lose the parts if done before the quote is accepted.
Click ok and you'll be taken back to the Quotation Details page.
Click Raise Job via the Action Tray.
All the correct information has now been updated on the job.
You can then proceed to raise the Job.
Estimate (Time & Materials- TAM)
An Estimate is a quote based on Time & Materials that is not fixed. It shows the expected cost to complete work, but it may vary once the engineer has attended the site.
Use this when the full scope of work isn’t yet known, and you need to provide an approximate price.
Raise the Quote
From the New Quotation window:
Set all Charge Codes to Time and Materials (TAM).
Select Job Quotation.
Select a Customer Account.
Fill in the main fields, Site, and Primary Contact.
Select the TAM Charge Code.
Add a description, any tasks, and stock (include the PA Code) as normal.
Add an engineer and select the TAM Charge Code.
Add Travel time as well.
The Task Summary will show you the task estimate.
Click Raise Quotation.
Raise the quote.
Pro tip: When creating estimates, duplicate your form and mention that the quote will show an estimate based on current entries.
Contact your Onboarding consultant for further assistance.
When the quote is raised as a job, you can then raise a Part Request.
Fixed Price Quotes (FPO)
This quote type applies when the work has a set price regardless of actual time or materials used.
This is used for productised services or specific tasks with fixed fees, such as:
• Service contracts with set fees.
• Standard inspections.
• Call-out charges.
• Pre-defined maintenance packages
Raise The Quote
From the New Quotation window:
Set all Charge Codes to Fixed Price Only (FPO).
Select Job Quotation.
Select a Customer Account.
Fill in the main fields, Site, and Primary Contact.
Select the FPO Charge Code.
Add a description, any tasks, and stock (include the PA Code) as normal.
Add an engineer and select the FPO Charge Code.
In the Task Summary, enable Charge Fixed Price, and enter the desired amount.
Click Raise Quotation.
Don't raise the part request.
Back to the Quote Details page, set the status to Accepted.
Confirm the status change and click Part Request if needed.
Work your way through raising the job as normal.
Third Party
Third-party quotes are used when work is carried out for one site but invoiced to another party.
Use when:
• Work is performed at Customer A’s site.
• Invoice must be issued to Customer B (a finance house or third-party payor).
Raise The Quote
From the New Quotation screen:
Select Job Quotation.
Under Customer Account, choose the site where the work will be carried out.
Fill in the main fields, Site, Primary Contact and Charge Code (choose either TAM or FPO).
Add tasks, stock and labour as normal.
Check over everything in the Task summary section.
Now you can change the Customer Account to a third-party whilst retaining all your billable details.
Update the Primary Contact number.
Raise the quote.
Don't raise the part request.
Once the quote is approved, before you set its status to accepted:
Change the Customer Account and Primary Contact back to the original site.
Confirm equipment links remain correct.
Click Create New Revision.
Don't raise the part request.
Back on the Quotation Details page, Accept the quote.
Click Raise Job via the Action Tray.
In the Rais New Job window:
Assign an engineer.
Click Raise Issued Job.
Check over the details and click Raise Job; you'll be taken to the Scheduler module.
Because the 3rd party customer needs to be invoiced, the invoice address must be updated.
Find the job (it should he at the top of the list) and click Edit via the Action Tray.
Click the Edit icon to open the Address list.
Click the desired address to update details.
Check that the address has updated correctly.
Click Save to confirm the changes.
