Quotes

TL;DR

Build the proposal while the quote is in Draft; save versions whenever you want a customer-ready snapshot.
Once the quote is Sent, use Edit & resend quote (a revision) to make changes before the job exists—resending stamps a new version and keeps the audit trail intact.
After you convert the quote to a job, all changes run through numbered variations so the job scope, crew instructions, and billing stay aligned.
Quotes list badges, detail banners, and the info dialog call out whether a revision or a variation is pending so the next step is always obvious.

Lifecycle map

Draft – build line items, polish Step 4, and capture versions as needed.
Send – mark the quote Sent to lock the snapshot. Download the PDF and email it to the customer manually (automated sending isn’t wired up yet).
Edit & resend (revision) – unlock a Sent quote while it is still in the sales pipeline; resending publishes the update and records a new version.
Decision – record acceptance or rejection while the quote is still pre-job.
Create job – once accepted, create the job directly from the quote; the status becomes Converted and the base quote locks.
Variations – any change after conversion happens in the variation workspace (Draft → Approved/Rejected, with an optional Sent stage if you choose to log it).

Key terms

Term	Use it for	What the system does
Version	Save a pre-job snapshot	Stores totals, Step 4 content, and a downloadable PDF you can restore later
Revision (Edit & resend)	Adjust a `Sent` quote before a job exists	Moves the quote to `Editing`, hides the customer view, and logs a new version when you resend
Variation (Change order)	Change the scope after a job exists	Creates a numbered change order that updates the job once you mark the customer’s decision
Status	Track where the quote sits	Controls which actions are available and which badges/banners appear

Variation vs revision

Revisions happen before a job exists. They unlock a Sent quote, let you tweak prices or polish, then publish a new version when you resend. There is no dedicated revision card—look for the banner and list badge.
Variations happen after a job exists. They live in their own workspace, are numbered per job (Variation #1, #2, …), and push accepted changes straight into job totals and crew instructions.
You will never see both actions at the same time. Quotes still in sales show Edit & resend; converted quotes replace it with Create variation.

Choosing the right action

Situation	Action to take	Result
Still preparing the quote internally	Keep editing in `Draft` or save a version	Nothing is shared with the customer yet
Customer wants changes before approving	Click Edit & resend quote	Status becomes `Editing`; resend to publish the update
Customer approves and you are scheduling work	Click Create Job (opens the job wizard)	Complete the wizard, quote locks, variations become available
Work has started and the customer adds scope	Click Create variation	Opens Variation #n in the change-order workspace
You need to revert to an older price	Restore the desired version, then resend	New version replaces the customer copy
A variation draft is no longer needed	Use Discard draft on the variation card	Draft is removed so you can start another

Revisions (Edit & resend) at a glance

Start from the quote detail or the list quick action and choose Edit & resend quote.
The status switches to Editing and a banner reminds you that the customer view is temporarily hidden.
Adjust Step 4 and line items as required. Autosave keeps the draft, but the customer still sees the last sent version.
Click Resend when you are done. The status returns to Sent, a new version is logged, and the list badge clears.
Leave without resending? The quote stays in Editing so the team knows it is unlocked—jump back in from the banner or list badge.

Helpful notes

Revisions are only for pre-job edits. If the quote already has a job, the guard routes you to the variation workspace instead.
Every resend keeps earlier versions downloadable from the Versions tab, so you can always compare back.
Audit entries record who started, edited, and resent the revision for full traceability.

Variations (change orders) step by step

When a quote is Converted, the edit button becomes Create variation. Selecting it opens the dedicated workspace for Variation #n (numbered per job).
Draft the change in the same builder you already know. Autosave keeps every edit, and the financial summary on the right shows baseline vs current totals so you always know the delta.
Use the Crew instructions panel to rewrite the summary + notes the ops team relies on, then work through the Next steps card: download the PDF, email it to the customer manually (no in-app send), and note any talking points.
Back on the quote detail page, the header banner and Variations tab list Variation #n draft with shortcuts to Continue editing, Download PDF, Mark customer approved, or Discard draft.
Once the customer signs off, click Mark customer approved. ESS Admin logs who approved it, stamps a sent time if needed, updates the job totals/crew instructions/allocations, and locks the variation.
If the customer decides against it, choose Reject variation (for sent change orders) or Discard draft (if you never issued it). The baseline snapshot flows back automatically so the job returns to its previous state.

Variation workspace highlights

Builder – identical to Step 3, complete with autosave and labour catalogue options.
Financial summary – side-by-side comparison of baseline vs draft totals so you can quote the delta confidently.
Crew instructions – text inputs for the ops summary and notes; saving updates the variation card instantly.
Next steps – checklist reminding you to download the PDF and email it manually, plus a link back to the quote detail page when you are ready to record the decision.

Variation guard rails

Only one variation can be Draft or Sent per job. Finish, accept, or discard it before starting another.
Variations are numbered sequentially per job and list financial deltas, timestamps, and actors so change history stays crystal clear.
Accepted variations set the job’s active revision, update every allocation to the new totals, and trigger operations events so scheduling, invoicing, and reporting stay in sync.

Where to look in the app

Quotes list – shows badges such as Revision in progress or Variation #n draft/sent so you can triage without opening the record.
Quote detail header – surfaces banners explaining what to do next and includes an info icon that replays the Draft → Edit & resend → Variation guidance.
Variations tab – lists every change order with status, financial impact, instructions summary, and action buttons (continue editing, mark approved, discard, reject).
Job detail page – has a Variations card that mirrors the quote view so operations instantly see pending change orders.
Audit trail & Versions tab – log who edited, sent, accepted, or rejected each revision/variation and keep the downloadable PDFs handy.

Common scenarios

“Client wants five more fittings before they sign.” Use Edit & resend quote. Resend once the adjustments are ready so the customer gets an updated version.
“We’re on site and the client adds emergency lighting.” Create Variation #n, draft the new scope, and mark customer approved when they agree. The job updates automatically.
“What changed last week?” Open the quote detail, review the Versions tab for pre-job edits or the Variations tab for change orders, and read the recorded deltas and notes.

FAQ

Do variations replace versions?
No. Versions cover sales-stage history. Variations document post-conversion change orders. Both live on the quote detail page.

Can I keep a variation in draft without telling the customer?
Yes. Leave it in Draft until you are ready to confirm the change. The list and detail banners will remind the team that a draft is pending.

What if I started a variation by mistake?
Open the variation card and click Discard draft. The system removes it so you can start fresh when needed.

Create Quote – how the four-step wizard works, including ad-hoc clients.
All Quotes – filtering, list actions, and daily triage tips.
Quote Detail – resend, convert, manage variations, and audit history.
Archive – roadmap notes for the upcoming historical view.

Quotes

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