Quotes - Overview

Learn about Quotes in AroFlo Field

Updated on May 27th, 2024

AroFlo provides a quote builder in AroFlo Field that allows you to create simple quotes.

Access your quotes within AroFlo Field from:

  • the Quotes List (Menu > Quotes)
  • a quote schedule
  • or from a task with a quote attached to it via either the More tab on a task > tap Quote ($dollar value), or from the Task tiles.
 

 

Quote Header

The quote header tells you the job number and quote name. Edit the status and substatus from here if you need to and Save.

If approving a quote, you'll have an extra field to record the acceptance status. See Approve a Quote for more information.

Also included is the labor timer and the option to email the quote to your client.

Tap (back) to return to your Quote List.

 

Quote status explanations

Status Definition
In Progress Quote is currently being worked on
Pending Approval Quote is pending approval from client/internal approval
Approved Quote has been approved by client/has been approved internally
Rejected Client has decided not to go ahead with quote

Read more about quote statuses, including workflows for the approval process.

 
 
 

 

Quote Shortcuts

Tap the plus button to access a list of shortcuts so you can easily add things to your quote:

Option Description
Take Photo or Upload View and/or upload photos and documents to the quote from your mobile device.
Add Schedule Create a schedule for this quote. See Schedule a Task or Quote.
Add Signature Capture a signature for the quote. See Capture Signature.
Add Expense Add a task-related expense to the quote. This features a sub-menu, letting you select the type of expense. Entries recorded here will carry across to the task as Expense entries once the quote is approved.
Add Time Spent Add a Labor entry to the quote. See Record Labor on a Quote, below.
Add Line Items

Add Items to your quote. This features a sub-menu, letting you select the type of material. See Quote Items for more info.

Unavailable if the quote status is anything other than In Progress.

 

 

 

 

Quote Tabs

The quote worksheet is broken up into five tabs:

The Notes and More tabs will have a counter on them if there is information contained within them, e.g. if a note or document has been added.

 
 

 

Overview tab

The Quote Overview gives you the main details of the quote, and is broken up into sections. How much information is available is dependent on what's been included on the quote.

Client Information

The client name is shown at the top of the worksheet.

Tap to hide the additional info.

 

Explanation of fields

Field Description
Client

Name of client

Tap this to open the client card.

 
Location/Client Address

The address/location of the quote/task.

  • If a location was selected (if the work site location is different from the client's office location), this address is shown and the field will say Location.
  • If no location was selected, this will be the client's primary address and the field will say Client Address.

Tap to navigate to the address using your device's default navigation app.

 
Site Contact/Client Contact
  • If a location was selected, the contact name and phone number will be the Site Contacts.
  • If no location was selected, the contact name and phone number will be the client's primary contact.

If a phone number is saved against the site/client contact, you can tap the phone icon to call them using your device's default dialing application.

 
 
 
 
 
 

Line Items

This is a quick place to see items already added to the quote.

If your quote doesn't have items on it yet, you can add line items from here or set a quick total.

See Quote Items for more information

 
 
 

Quote Totals overview

These are the overall totals of the quote. Tap an entry to go to the Items Total tab.
 
 
 

Quote tiles

These are quick links to view and access quote-related information.

  • By default, these display as a slider. To display as a grid, slide to the end and tap Show as Grid. To switch back, tap Show as slider.
  • Links to these areas can also be accessed using the Quote Tabs and the More tab.
 

Counters

What do the colors and numbers mean?

  • Grey - Not Started / 0 items
  • Blue - In Progress / 1 or more items
  • Red - Needs attention
  • Green - Completed
 

Checklists tile colored indicators 

Color Description
Red Checklist items need to be completed before the quote can be approved.
Blue Quote contains checklist items but nothing is required.
Green Required checklist items have been completed.
 
 

Alert icon - this appears if you have tried to approve the quote before completing any required checklist items.

 
 
 

Quote Details

Tap to hide this info.

 

Explanation of fields

Field Description
Task Type The type of task.
Reference Number The Quote Reference Number (generated on quote creation).
Owner If you have multiple business units, the business unit linked to this quote.
Priority The priority level for the job. This is an optional field that is used internally.
Due Date The date that the client needs this work completed.
Requested Date The date the quote was created.
Reported By

The client contact who requested the work.

Tap the phone icon to call the user using your device's default dialing application (if a phone number has been saved against the user).

 
Estimator

Estimator name (defaults to the user who created the quote but can be edited in AroFlo Office).

Tap the phone icon to call the user using your device's default dialing application (if a phone number has been saved against the user).

 
Entered By

Name of the user who created the quote.

Tap the phone icon to call the user using your device's default dialing application (if a phone number has been saved against the user).

 
Asset

Asset name. Appears if the quote was created from an asset.

More options

Tap for more options:

  • Asset Details - View the asset card. 
  • Asset History - Displays a history of tasks and quotes which include/included this asset as a linked asset.

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Print Layout

Edit the quote layout for this quote. Remember to Save if editing.

Saving Invoice Layouts

The Layout field displays the Default Print Layout. If you change the Layout and save the quote, AroFlo will remember the selection if you need it again in the future. The default will also display, just in case you need it.

 
 
 
 
 
 
 

Custom Fields

You may have additional fields available to you if custom fields have been set for the task type and/or have been filled out on the client card and have been set to display. Examples include a text box, a select box, a date field, radio buttons, a canvas draw field, or a documents and photos field.

See Custom Fields for more information, including types of fields and how you can use these in your workflow.

See Tasks - Overview for a few examples of custom field types.

Tap to hide the fields.

 
 
 
 

Quote time and Expenses

This is time and expenses incurred in the actual creation of the quote, e.g. the time it took to create the quote. Entries recorded here will carry across to the task as Labor and Expense entries once the quote is approved.

See more below - Record Labor on a Quote.

 
 
 

Descriptions

Switch between the description types:

  • Tap to add a description or to edit one.
  • Description Templates can be used for any of these descriptions.
 
Type of description Explanation

Task Description

The overall description of the job entered when the quote was created. The description carries across to the task once the quote is approved to become the task description.

Quote Description

Used for outlining the scope of the work being quoted and is usually longer than the Task Description.

This field is ideal when you have a large amount of information to include in the quote, but it may not be as relevant once the task is created.

 

Exclusions

Any exclusions that form part of the quote: things that are not included in the scope of works. Recording your exclusions in this field is useful if you want to later include this information on a layout.
 
 
 

 

Other tabs

Items Total

The Items Total tab gives you the overall totals of the quote and is designed for your customer to capture a signature on this screen. To view more information, such as labor hours, cost of materials, and overall markup, tap Details. See Edit a Quote - Items Total for more information.

Tap Edit Line Items to add items to your quote. See Quote Items for more information.

 
 
 

Checklists

Tap the Checklists tab to access checklists specific to quotes.

Checklists can:

  • serve as a reminder of the steps required to complete a quote
  • automatically start or stop the job timer.

Checklists are set up in Site Administration. See Checklist Templates.

 

Click the (expand icon) beside a checklist item to display additional options.

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The 1 in brackets indicates information is contained within one of those additional options.

 

See more on Checklists

 
 
 

Notes

Record general information about this quote or job and/or view existing notes.

Read more on notes.

 
 
 

More

All other applicable aspects related to the quote appear in the More tab, in the form of a pop-up. Certain options will have a counter on them to indicate that information is contained within them.

Option Description
Documents & Photos View and/or upload photos and documents to the quote from your mobile device.
Linked Tasks Displays tasks that are linked to the quote.
Schedules Shows all of the current schedules for this quote. See Schedule a Task or Quote.
Task Timers

Managers, Supervisors, and those with permission can use this to view active timers on the Quote.

Custom permission groups

For custom permission groups, Site Administrators can enable this via Permission Groups > Tasks > Filters > All Task Timers (set to ticked).

 
 

To see the active timers across all Quotes, Tasks (and Overheads), use the Active Timers button found in Timesheets.

 
Signatures View Captured Signatures on the quote / capture additional signatures.
Print PDF Generate a PDF of the quote sheet to send to a mobile printer. See Emailing and Printing.
Email Send an email and include any attached documents/images, etc. See Emailing and Printing.
 
 
 

 

Record Labor on a Quote

There are three ways to record labor on a quote:

Time Spent Tile

Tap the Time Spent tile in the Overview to record labor entries for time spent producing the quote, e.g. time taken for an inspection of the work to be carried out. If the quote is approved, these entries will carry across to the task. Alternatively, these entries can be added to an invoice, if applicable.

Labor entries are recorded in much the same way as on a task. Read more here.

Checklists

Checklist items can also contain a shortcut to create a labor entry. See Record a new labor entry.

 
 
 
 

Quote shortcuts

You can also use the Quote Shortcuts button > Add Time Spent to quickly add a Labour entry without first viewing the value.

 
 

Task Timer

Alternatively, you can also use the Task Timer in the quote header to record a labor entry.

The Task Timer works in the same way as on a task. Read more.

Checklists

Checklist items can be set up to automatically start or stop the labour timer. Read more here.

 
 
 
 

 

Preview a Quote

Tap Preview to preview what the quote will look like to your client.

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Print Preview settings

If you need to use a different layout, tap and select a layout from the dropdown and Save.

Saving Quote Layouts

The Layout field displays the Default Print Layout. If you change the layout and save the quote, AroFlo will remember the selection if you need it again in the future. The default will also display, just in case you need it.

 

For approved quotes, you can also access the online quote link from here. Tap to copy the quote link or to regenerate it.

More on Online Quotes

In Progress Quote

 
 

Approved Quote

 
 

In Progress Quote

 
 

Approved Quote

 
 
 
 
 

Share

Tap (share) to share either the online quote link, or the internal link, using your device's share option.

The quote needs to be approved before you can use the share option.

 
 
 
 

Download

Tap (down arrow) to download the quote as a PDF.

 
 

Email

Tap Email to email this quote. See Emailing and Printing.

 
 

View Online

Tap View Online to preview the online quote.

Only approved quotes can be viewed online. If the quote is not yet approved, you will be prompted to approve it, and then you can proceed with previewing the online quote.

 

More on Online Quotes.