Create quotes, follow up and turn accepted work into scheduled jobs.

Create an itemized quote and send the PDF

A clear quote tells the customer what you will do and how much it will cost. Add line items with quantities, unit prices, discounts and the appropriate tax, then generate the PDF in Cuotaro.

When you email the quote from Cuotaro, the PDF is attached by default. You can also include selected customer files. Customer notes belong in the proposal; internal notes keep supplier comments or other team information separate. The selected sender is used as the reply-to address.

The fictional example below prices the replacement of six lights and shows the customer, request reference, issue and expiry dates, line items and total. The PDF uses the date, currency and tax formats configured in Settings.

Keep the proposal and its supporting details together

Link the quote to the customer and the original request when one exists. Keep the scope, pricing, files and notes easy to find when the customer asks a question or the team prepares the job.

Follow up sent quotes with a clear next step

Sending the PDF is only one stage. If the customer needs time to decide, set a reminder to follow up on an agreed date. When they reply, record the outcome and update the quote's status so the team knows whether to clarify the proposal, schedule the work or close the quote.

Reminders prompt the assigned team member to act. They are not automatic customer email sequences, and Cuotaro does not track whether the customer has opened the quote. Your team handles the conversation and keeps the record up to date.

If you currently track proposals in a spreadsheet, try the free quote follow-up template and its English tutorial. They show how to record the sent date, response and next action before moving to a connected quote and job workflow.

For a step-by-step guide to preparing proposals, see how to create and track service quotes.

Know which quotes still need attention

Whether you call the document a quote, quotation or estimate, the practical questions are the same: has it been sent, has the customer responded and what needs to happen next? Review the current status alongside your notes and reminders.

Turn an accepted quote into a scheduled job

Once the customer accepts, update the quote status and create the linked job. Add the service address, assigned user, scheduled date and start and end times, along with the checklist, files and instructions needed for the visit.

For the lighting example, the accepted quote leads to a job to install six meeting room lights. The job retains references to the customer, request and quote, so the team can check what was agreed while preparing and carrying out the work.

A quote is not compulsory for every job. When the work is already agreed and no proposal is needed, you can create the job directly from the request.

See how to schedule service jobs from approved quotes.

Keep payment follow-up connected after the job

Finishing the work does not always mean the money has arrived. Link a payment record to the customer and the relevant quote or job, record the expected amount and due date, and enter the paid date when payment is received.

This gives the team a record of what remains outstanding and which work it relates to. Cuotaro supports operational payment follow-up alongside your invoicing and accounting system; it does not issue tax-compliant invoices or replace bookkeeping.

After the job, review pending payment tracking alongside your accounting system.

Keep the quote and job connected

A spreadsheet can track sent dates and responses. As more people handle quotes, visits and follow-ups, the repeated work is keeping the spreadsheet, PDF folder, calendar and customer notes consistent.

Cuotaro connects requests, quotes, jobs, files, reminders and payment records. It suits small installation, repair and maintenance businesses that need to follow the work from proposal to completion and payment. Check specialist requirements such as advanced dispatching, inventory or detailed job costing separately.