Quote Builder
From a rough job note to a client-ready quote, and on to an invoice.
Capturing a job
Describe the job in plain English. Type it, dictate it, or photograph the site.
New quote leads with Describe the job, and folds the service picker into the same step so capture stays one screen on a phone. The client name is the only required field.
- Type it the way you would text it to yourself.
- Or dictate it, where your phone and browser support voice input.
- Add site photos, stored privately, scoped to you.
- Scheduling stays behind a disclosure, so it never blocks a fast quote.
Detail helps; polish does not. TaskRel turns rough notes into client-ready wording, so there is no reason to write the description twice.
Job photos stay yours. They never appear in the client's quote, the PDF or the public page. They exist for your record and for pricing context.
The AI draft
Your description becomes scope, line items, quantities, units and starting prices, usually in five to ten seconds.
A generating state names that five to ten second window, so a slow network never reads as a failure.
Every service category ships its own hand-written drafting style. Picking the service that matches the job is what makes line items read like your trade instead of generic filler.
Line items and pricing
You edit rates, the server recalculates every total, and the prices you set are remembered.
Rows stay collapsed so the whole job is readable at a glance, and one editor opens at a time. Edit a description, quantity, unit or rate and the totals follow.
- Saved pricing
- An edited price is stored against that service, item and unit, and the next matching quote reuses your rate instead of a suggested one. Rates apply to future quotes only. A quote you already sent keeps the numbers your client agreed to.
Templates and branding
Three presets control how the document reads. Your identity applies on top of whichever you pick.
- Standard
- Polished and structured, for complete professional quotes.
- Refined
- Whitespace led and restrained, for high value work.
- Compact
- A field service layout for repeat or simple jobs.
Set your default in Settings under Document defaults, which previews as you change it. Logo, business name, contact details and standing text apply to every preset.
The PDF renders from the same markup as the on-screen document, so what you preview is exactly what your client downloads. The two cannot drift.
Sending a quote
Send by email or SMS. Your business details freeze onto the document as it goes out.
Send delivers the quote and moves it out of draft, snapshotting your name, logo, contact details and template onto that document.
Snapshotting protects your client. Changing your logo or phone number later updates future quotes only, so the copy in their inbox and the copy in your records never disagree.
What your client sees
A private link to a page holding the quote. No account, no password.
On the page
- Approve the quote
- Ask for changes, which comes back to you
- Decline it
- Download the PDF
Never on it
- Your job photos
- Your margins or crew costs
- Where a price came from
- Buttons inside the PDF itself
The page is built at paper width and meets WCAG AA contrast, so it reads on a phone and prints correctly. You can copy the same link, or preview the page as your client sees it, before or after sending.
Approval and follow up
Approved, declined and waiting quotes surface on your dashboard with one-tap actions.
The dashboard and quote list are organised around what to do next, not around record types. Rows carry quick actions: log a follow up, review and send, or create an invoice.
- Finding an old quote
- One search field covers quotes, jobs and invoices together: document number, client name or address, including partial matches. You never have to remember which kind of record it was.
A sent quote is not a finished quote. Follow-up actions exist because the quotes that get a nudge within a few days are the ones that close.
From quote to invoice
An approved quote converts without re-entering anything.
- ApprovedYour client accepts on their link.
- [[Create invoice]]Line items, totals and client details carry across.
- ScheduledA quote with a start date appears on your calendar as a job.
- PaidWith Stripe connected, the invoice carries a payment link.
CSV download and Google Sheets sync are covered under Account & Billing.