How to Create and Send a Customer Quote

Pool Office Manager makes it easy to create professional quotes for your customers. Quotes can include services, inventory items, descriptions, and notes. You can also use Quote Templates to speed up the process for common jobs.

Step 1: Navigate to the Customer Profile

Click "Customers" in the left sidebar, then click on the customer's name to open their profile. From the customer detail page, click the "Quote" button at the top of the page.

Step 2: Use a Quote Template (Optional)

At the top of the quote creation page, you will see a "Quote template" button. Click it to see a list of saved templates. Selecting a template will automatically fill in the quote with pre-configured line items, descriptions, and notes. If you do not want to use a template, skip this step and add items manually.

Step 3: Review Customer Information

The quote page automatically displays the customer's name, address, billing address, email, and phone number at the top. Verify this information is correct before continuing.

Step 4: Add Line Items (Services and Inventory)

In the Lines section, click "+ Add line" to add items to your quote. You will see two options in the dropdown:

Service type - Select from your list of configured service types (e.g., Acid Wash, Cleaning, Filter Clean, etc.). The description will auto-fill from the service type settings.

Inventory item - Select from your inventory products (e.g., chemicals, parts, equipment).

Each line item has the following columns: Required (checkbox to mark if the item is required), Product/Service name, Description (editable text area), QTY (quantity), Unit Price, Tax (checkbox), and Total. You can reorder line items by dragging the handle on the left side of each row, and remove items by clicking the red X.

Step 5: Review Totals and Display Options

Below the line items, you will see the Subtotal, Tax, and Total. Check the "Include total for customer" checkbox if you want the customer to see the total price on their quote. If unchecked, the total will be hidden from the customer's view.

Step 6: Add Quote Notes

The Notes section at the bottom of the quote includes a rich text editor where you can add any additional information for your customer. The editor supports formatting options including font family, font size, text color, bold, italic, underline, strikethrough, and bulleted or numbered lists. Use this area for terms, special instructions, or scope of work details.

Step 7: Create the Quote

When you are satisfied with the quote, click the "Create" button at the bottom of the page. You will be asked to confirm. Once confirmed, the quote is saved to the customer's profile.

Step 8: Send the Quote to the Customer

After creating the quote, you can send it to the customer. From the quote detail page, you have the following options: Email Quote (sends the quote as an email to the customer), Text Quote (sends via text message), Print (generates a printable version), Edit Quote (make changes before sending), Create Invoice (convert directly to an invoice), Create Appointment (schedule related work), Duplicate (copy the quote), and Delete Quote.

Viewing the Customer Quote

Click "View Customer Quote" on the quote detail page to see how the quote will appear to your customer. The customer view shows your company info, customer name, quoted services, quoted items, and a signature section where the customer can accept and sign the quote digitally. If you enabled "Include total for customer," the subtotal, tax, and total will be displayed. If you did not check that option, the totals will be hidden.

Tips

Save time by creating Quote Templates for jobs you quote frequently. Go to Settings > Quote Templates to set up reusable templates with pre-loaded line items, descriptions, and notes. Mark items as "Required" to indicate which services are essential vs. optional for the customer. Use the "Include total for customer" option strategically - some customers prefer to see pricing upfront, while others may want to discuss before seeing the total. You can add photos and documents to quotes after creation from the quote detail page.