> For the complete documentation index, see [llms.txt](https://help.getswimtech.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.getswimtech.com/documentation/using-swimtech/quotes.md).
# Quotes
Create, review, send, approve, and convert customer Quotes in SwimTech.
Quotes let you define proposed work for a customer before it becomes a Work Order. A Quote can include the customer and addresses, Water Body, Products, Services, assigned team members, Checklists, pricing, notes, and customer-facing information.
A typical Quote workflow is:
**Customer → Quote → Review/Send → Approval → Convert to Work Order**
## 🎥 Quick Overview Video
### Quotes Overview
Watch this short overview to learn how Quotes are created and used in SwimTech.
[▶ Watch the Quotes Overview Video](https://drive.google.com/file/d/1wzSSBK5q087M1vSyfAdYmIDAVsNjbnJ_/view?usp=drive_link)
> **Tip:** You do not always have to build a Quote from scratch. SwimTech can create a Quote from a template, and an existing Quote can also be saved as a template or used to create a similar Quote.
> **Tip:** If you create a Quote from a Contact, SwimTech automatically fills in the **Customer**, **Service Address**, and **Water Body** information from that Contact.
## 1. Quote LIST — Find and Manage Quotes
Select **Quote** from the Home screen or bottom navigation to open the Quote LIST.
Each Quote card gives you useful information at a glance, including the **customer**, **service address**, **Quote Type**, and **Status**. The status indicator makes it easy to distinguish Quotes such as **Open** and **Approved**.
From the Quote LIST you can use **Search**, refresh the LIST, select **+** to create a Quote, use **Filter/Sort**, select a Quote to open it in READ mode, or select the three-dot menu for additional Menu Actions.
### Filter and Sort Quotes
The Quote Filter panel lets you sort alphabetically or by date and narrow the LIST using Quote-specific information. Available filters include **Type**, **Status**, and **Category**. The choices and counts shown depend on the Quotes currently in your account.
Select **Apply filters** to update the LIST or **Clear all** to remove the selected filters.
### Quote LIST Menu Actions
The three-dot menu on the Quote LIST provides additional actions. Current actions include:
* **Create From Template** — Start a Quote using a predefined Quote template.
* **Export To Excel** — Export Quote LIST information for use outside SwimTech.
* **Message** — Open messaging functionality.
* **Quote - Detailed Instructions Video** — Open detailed Quote instructions when available.
* **Quote - Quick Overview Video** — Open the Quote overview video when available.
## 2. Create or Edit a Quote
Select **+** from the Quote LIST to begin a new Quote. To change an existing Quote, open it and select **Edit**.
The Quote EDIT screen uses the standard SwimTech EDIT pattern. Complete the required fields and add the information needed to accurately describe the proposed work.
### Quote Overview
The Overview contains the primary Quote information, including **Quote description**, **Type**, **Status**, **Customer**, **Billing Type**, **Chemical Default Billing Type** when applicable, **Quote Date**, **Service Address**, **Billing Address**, **Internal Notes**, and **Message to Customer**.
Fields marked **Required** must be completed where applicable. The **+** button beside a selection field can be used where SwimTech allows related information to be added without leaving the Quote workflow.
> **Internal Notes vs. Message to Customer:** Use Internal Notes for information intended for your team. Use Message to Customer for information intended to accompany the customer-facing Quote.
## 3. Add Products and Services
A Quote can include one or more Products and Services. These items define what is being proposed and how it will be billed.
For a Product, the Quote can contain information such as **Product**, **Type**, **Product Description**, **SKU**, **Quantity**, **Price**, and **Billing Type**. Use **Add** to add another Product and **Add Photos** when supporting photos are useful.
Services are added in the Service section. Service entries can include the service being performed, pricing, billing information, and other service details configured in SwimTech.
> The Product or Service selected from your configured SwimTech records provides a starting point for the Quote. Review the information and pricing to make sure it is appropriate for this customer and proposed work.
## 4. Assign the Work and Add Checklists
The **Assigned To** section can identify the user or technician associated with the proposed work. The **Check List** section lets you associate a checklist with the Quote so the required work can be clearly defined.
These operational details become especially useful when an approved Quote is converted to a Work Order.
## 5. Add and Configure the Water Body
If the Quote applies to a specific pool, spa, water feature, or other Water Body, associate it with the Quote. When a Water Body is included, SwimTech displays a separate Water Body tab at the top of the Quote.
> **Tip:** If you create a Quote from a Contact, SwimTech automatically fills in the **Customer**, **Service Address**, and **Water Body** information from that Contact.
The Water Body tab can include information such as **Name**, **Gallons**, **Baseline Filter Pressure**, **Notes**, photos, and a Water Body-specific Checklist. Depending on the Water Body and configuration, additional sections can include **Reading**, **Item Needed**, **Equipment**, **Product**, and **Photos**.
This is an important part of the Quote because it allows the proposed work to carry both pricing information and the operational information needed to perform the work later.
## 6. Save, Preview, and Send the Quote
While editing, SwimTech provides actions for preparing and delivering the Quote.
* **Save** — Save your changes.
* **Preview Quote** — Review the customer-facing Quote before sending it.
* **Send Quote** — Send the Quote using the available delivery options.
* **Save & Send Quote** — Save the current changes and continue directly to sending the Quote.
Review the customer, addresses, Products, Services, pricing, Water Body information, and customer message before sending.
## 7. Review a Quote — READ Mode
Select a Quote from the LIST to open it in READ mode.
READ mode presents the Quote without requiring you to enter edit mode. The Overview shows the Quote description, Type, Status, Billing Type, Customer, Quote Date, addresses, notes, customer message, and related information. Product and Service sections summarize the items and billing information included in the Quote.
Use the **Edit** button when information needs to be changed. Related sections can be expanded to review their details.
### Review the Water Body
Select the Water Body tab to review Water Body-specific information and the checklist associated with that Water Body.
> **Tip:** If you create a Quote from a Contact, SwimTech automatically fills in the **Customer**, **Service Address**, and **Water Body** information from that Contact.
This lets you verify the Water Body and work requirements before the Quote is approved or converted to a Work Order.
## 8. Quote READ Menu Actions
The Quote READ screen provides actions for moving the Quote through its lifecycle:
* **Convert To WorkOrder** — Create a Work Order from the Quote when the proposed work is ready to proceed.
* **Collect Signature** — Capture the customer's signature when appropriate.
* **Print Quote** — Produce a printable version of the Quote.
* **Send Quote** — Send the Quote to the customer.
* **Message** — Communicate regarding the Quote.
* **Save As Template** — Save the current Quote as a reusable starting point for future Quotes.
* **Create Similar** — Create another Quote based on the current Quote.
## 9. Convert an Approved Quote to a Work Order
When the customer approves the proposed work, open the Quote in READ mode and select **Convert To WorkOrder**.
The Quote is the bridge between the customer request and the work your team will perform. Information already assembled in the Quote—such as the customer, Water Body, Products, Services, assignment information, and Checklists—provides the foundation for the Work Order and reduces duplicate data entry.
> Before converting, review the Quote Status and verify that the Products, Services, pricing, Water Body, and work requirements accurately reflect what the customer approved.
## What's Next?
After a Quote is approved and converted, continue to **Work Orders** to schedule, assign, and manage the work through completion.
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