Create, Send, Approve, and Convert a Customer Quote in the Rotor Mobile App
Written By Tyler Woods
Last updated 2 days ago
Objective
This video explains how to create a customer quote in the Rotor mobile app, send it to the customer for approval, and convert the approved quote into a service plan. Follow these steps to ensure the quote is built correctly and transferred into a plan without missing details.
Key Steps
1. Open the customer record and start a new quote 0:02
In the Rotor mobile app, go to Customers.
Select the correct customer record.
Swipe to view the customer’s existing items, such as plans and quotes.
If no quote exists, tap the quote option to begin creating one.
2. Choose the quote type and assign the salesperson 0:17
Tap Select Quote.
Confirm that the quote is assigned to you as the salesperson.
Choose Tablet if you want to use that workflow, or continue with manual creation.
The quote will default to the first service type unless you change it.
3. Add services, line items, and pricing details 0:31
Review the default service type and add additional services if needed.
Add the required line items, such as a quarterly service and a window washing item.
Decide whether each item should apply to all jobs or only specific jobs.
Add any discounts needed, such as a $10 discount for the initial job.
4. Enter customer-facing and internal notes 0:47
Add any notes that should be visible to the customer.
Add internal notes separately for team use.
Remember:
Customer-facing notes appear on the customer’s list/view.
Internal notes appear on the job or plan for internal reference only.
5. Set billing and agreement options 1:15
Choose the billing mode that fits the quote.
If needed, enable agreement signing so the customer can approve the quote.
Optionally require a card on file if your process calls for it.
In this example, both agreement signing and card-on-file requirements were skipped.
6. Send the quote to the customer 1:28
Choose the delivery method for the quote.
If the customer does not have an email on file, send it by SMS.
Create/send the quote so it is delivered to the customer’s phone.
Confirm the quote has been sent successfully.
7. Copy the quote link if you need to send it manually 1:41
Use the copy link option if you want to text the quote yourself.
You can also copy the link while editing the quote.
Verify the link is copied to your clipboard before pasting it into a message.
8. Have the customer approve the quote 2:03
Wait for the customer to review the quote on their device.
Once approved, confirm the quote status changes to Approved in the customer record.
Make sure the approval is visible before moving to the next step.
9. Convert the approved quote into a service plan 2:09
Select the option to convert the quote to a service plan.
Confirm the system carries over all quote details into the new plan.
Review the plan to ensure the services, pricing, and structure transferred correctly.
10. Review, edit, and save the new plan 2:30
Open the newly created plan and review all details.
Make any needed edits, such as adjusting discounts or scheduling.
Save your changes when finished.
Swipe down or exit the screen after saving.
Confirm the plan status reflects whether it is active or inactive based on scheduling.
Cautionary Notes
Customer-facing notes and internal notes are separate. Be careful not to place internal information in the customer-visible notes field.
Approval is required before conversion. Do not convert the quote until the customer has approved it.
Check contact method before sending. If no email is available, use SMS to avoid delivery issues.
Review billing and agreement settings carefully before sending, especially if your process requires a card on file or signed agreement.
Once converted, the quote becomes a plan and should be treated as part of the customer’s active workflow.
Tips for Efficiency
Use the default service type as a starting point, then add only the additional services needed.
Copy the quote link directly from the app if you need to send it manually through another channel.
Keep notes concise and organized so the customer and internal team each see only the information intended for them.
Review the quote carefully before sending to reduce the need for edits after approval.
After conversion, verify the plan immediately so any scheduling or pricing issues can be corrected early.