Illustrative walkthrough
How a mechanical crew gets to 75% quote approvals
Sloan Mechanical is a fictional example crew we use to show the quote-to-approval workflow the way it’s designed to be run. The numbers illustrate what the workflow is built to do — they aren’t a customer report.
Composite example based on how the workflow is designed to be used. “Sloan Mechanical” is not a real customer.
The challenge
A quote used to mean a second visit
In this example, a mechanical crew built estimates by hand for every call: a technician sketched the scope on a pad, the office typed it into a document, and the customer got a callback days later. Every step was a place a quote could sit untouched — and every untouched quote was a job that might not close.
The workflow change
One quote, priced, chosen, and signed on the spot
- Quotes build from the shared price book, not a blank estimate — labor, materials, and margin are consistent every time.
- Good / better / best options sit on one quote, so the customer picks a tier instead of asking for a second estimate.
- The customer reviews and e-signs from their phone — no printing, no scanning, no waiting for a callback.
- A deposit request goes out with the signed quote, so the job is funded before it’s scheduled.
What the customer sees
Approve, sign, and pay a deposit from one portal
The customer’s copy of the quote lives in the same portal as their upcoming appointments and open invoices — no separate email thread to lose track of.
Day to day
What changes once the quote is approved
- 01
The office stops re-typing the same estimate into three formats — one quote record drives the approval, the schedule, and the invoice.
- 02
Technicians see approved scope and options on the job record before they arrive, instead of re-confirming it in the driveway.
- 03
Customers check quote status and pay from the same portal link, instead of calling the office to ask "did you get my check."
- 04
Follow-up on an open quote is a status filter, not a stack of sticky notes.
From approval to paid
The deposit and the final invoice trace back to the same quote
Because the invoice is generated from the approved quote instead of re-keyed, the line items, the deposit already collected, and the balance due all match — no reconciliation step for the office to run by hand.
See the quote-to-payment workflow on your own price book.
Start with the core workflow today, then add operational depth as your crew grows.