Making and sending quotes
Price regular cleaning at a new site, add one-off work, and send a quote your client can accept online.
A quote prices regular cleaning at one site. Your client can read it and accept it online, and when they do, you can put the work on the rota in one step.
Before your first quote
Quotes use your details from Invoices, Settings: your business name, address and email. In the same place you can set the quote numbering and your terms for quotes, such as the notice period. Terms are shown on every quote and accepted with it.
Making a quote
- Click Quotes in the menu, then New quote.
- Choose an existing client, or enter the details of someone new: their name, contact, email and billing address.
- Enter the site's name and address.
- Add the regular visits: tick the days and enter the times. For different times on different days, save and add another pattern.
- Choose the price: a fixed price each month, a price per visit or an hourly rate. RotaProof shows the visits and hours a week and what it comes to in a month, so you can check it makes sense.
- Add any one-off work, such as a deep clean before you start.
- Describe what's included, and check the valid-until date (30 days unless you change it).
- Click Save draft. Use Preview PDF to see what your client will get.
Sending it
- Send by email gives it the next quote number, locks it, and emails it from your own address as a PDF, with a link to accept online. This needs your email domain set up.
- Finish without emailing does the same without sending it, so you can download the PDF and send it yourself.
A sent quote can't be changed. To change it, click Change it: make a new version. That copies it into a new draft, and the old quote is marked as replaced so the client can't accept it.
Next: When a quote is accepted.
This guide explains how to use RotaProof. It isn't legal advice. For the rules themselves, the Home Office's employer's guide to right to work checks is the final word.