Quotes

The quote is prepared on the work order page: its lines (labor, fixed-price services, parts) form the quote. When it is ready, you issue it: Garage+ freezes a numbered copy, which you hand to the client. You then record their response. Everything happens in the Quote section of the page, above the Invoice section.

Prepare the quote

As long as no quote has been issued, the section shows “No quote issued yet. The work order lines are the draft quote.” Enter the parts and labour as usual (see Parts and labour).

Quote preview downloads the PDF of the draft, crossed by a “Draft” watermark: review it before issuing. The preview is not a quote: it has no number and is not handed to the client.

Issue

Click Issue the quote. The window offers:

Validity (days): how long the client can accept the quote, by default that of the garage settings (30 days), from 1 to 365 days;
Estimated downtime (days): optional; 0 is printed “Same day”;
a Summary: number of lines, total excl. VAT, VAT of each rate, total incl. VAT;
the Parts stock of the quote’s parts (if you can view stock), for information only: issuing a quote does not reserve any part;
if the work order is at the Reception or Scheduled stage: Move the work order to “Quote awaiting approval”, ticked by default. The work then waits for the client’s approval and the work order no longer shows as scheduled. Untick the box to keep the current status. The box only appears if your transitions allow this move.

If the garage’s SIRET or VAT number is missing, the window tells you (with a link to the garage information if you can edit it): issuing remains possible, but complete them for your next quotes.

Click Issue: the quote receives a quote number specific to the garage, D-YYYY-NNNNN (for example D-2026-00001). The PDF includes the garage, client and vehicle details (recorded mileage included), the lines, the totals excl. VAT, VAT and incl. VAT, the validity, the estimated downtime, the Quote terms from the settings and an “Approved for work” box. Its title (“QUOTE”, or the one you chose, “Proposition de travaux” for example) and whether the Reference column is shown are set in Settings › Documents; they are copied into the quote when it is issued. If Terms attached is ticked for the quote, the quote cites the latest published version of your terms of sale and prints them after it; it keeps that version even if you publish a new one.

The name of an individual client is preceded by the title of their main contact (“Mr Julien Marchal”) if it is filled in, and the vehicle’s colour appears with its details. A Discount column is added to the table as soon as a line has a discount; the amounts are already discounted. Text lines are printed in italics across the full width, without quantity or amount. Line progress does not appear on the quote.

An issued quote never changes, even if the lines, the catalog, the client or the vehicle change afterwards. To offer something else, issue a new version (see “Supplementary quote”).

At least one line is needed to issue a quote. A quote can only be issued at the open stages (reception, quote, scheduled, in progress, waiting for parts), and never for an anonymized client.

Hand over or send

Each version in the section has its Download PDF button: print it or hand it to the client. The PDF can be downloaded with the permissions to view work orders and clients (it bears the client’s name and address).

Send by email

On a version Awaiting response or Accepted (to give the client a copy), click Send by email. The “Send quote D-…” dialog, shared by all documents (see Messages and notifications), lists the contacts of the quote’s client: the billing contact comes first, the billing, drop-off and main tags help you choose, each address is partly masked and a contact without an address is greyed out. Choose the recipient and, if needed, up to two contacts in copy (each one receives their own email), check the email preview, then click Send.

The quote PDF is attached to the email. It is the quote’s original, saved in the work order’s documents, category Quote, as soon as the version is issued: every sending and every download reuse this same PDF. If that document is deleted, the download is rebuilt from the frozen copy and the next sending saves it again.
Like any document, the PDF first goes through the antivirus scan: the email is sent as soon as it is finished, usually a few moments after the click. If the PDF could not be scanned, was quarantined or deleted before sending, the notification becomes Failed (“quote PDF unavailable”). A deleted PDF is saved again at the next sending. As long as the PDF already saved is quarantined or failed scanning, Send is refused: run the scan again (Scan again) or delete the document in Photos and documents, then send the quote again.
If you issue a new version before the email is sent, the sending of the old one is cancelled (“quote replaced by a new version before sending”): send the new one.
A contact without an address produces no PDF: the notification is recorded as Not sent.
The email is sent even if the client has opted out of emails or has not agreed to them: they are the one who asked for the quote. It is written in the language of the quote (the client’s), gives the number and the validity date, and says how to accept: online with the email’s button (see below), or, without a link, signed “Approved for work” or by contacting the garage; no amount appears in the text of the email. The opt-out link stays at the bottom of the email: it concerns reminders.
The sending counts towards the garage’s email quota and follows the rules of the other emails (valid address, active garage): see Client notifications.
A second sending of the same version within 2 minutes is refused (“This quote was just sent”). A superseded, expired or declined quote can no longer be sent: issue a new version.

The sending appears in the Notifications section of the page (kind Quote sent) with its status; the version shows “PDF sent”. If the contact has no address, the notification is recorded as Not sent and Garage+ gives you the reason.

Let the client accept online

For a quote Awaiting response that has not expired, the dialog offers the Let the client accept online box, ticked by default. The quote email (PDF attached) then carries a View and accept the quote button: the client reads the quote on their phone or computer, without an account, then accepts or declines it (see Online approval). Only one email is sent: no separate “Document to sign” email.

The link is personal, usable only once and valid until the end of the quote’s “Valid until” day; the email states this date.
It goes to the “To” recipient only: contacts in copy receive the quote without a link.
The prefilled message says “You can accept or decline it online…”; unticking the box switches it back to “send it back signed…” (as long as you have not edited it). If a message you edited, or one taken from an earlier sending, no longer matches the box, a warning says so under the box, with Restore the text.
If the link can no longer be used when the email leaves (quote prepared again, signed on the tablet, another link sent), the quote is still sent, without the link; the Messages and notifications page says so.
Garage+ prepares the quote for signature at the same time (as Have signed does): a preparation still pending for this version is replaced and its link cancelled. Sending the quote again with the box sends a new link and cancels the old one.
The box does not appear for a quote already answered or expired, a counter quote (ticket address, no contact), a closed work order, or without the rights of Have signed › Send a signature link; it is never offered in a support session. Without the box, the email is the one from before, without a link.

Have signed › Send a signature link remains available, for example for a quote already sent without the box.

Record the customer response

On the version Awaiting response (or Expired, see “Expired quote”), click Record the response and enter:

Accepted or Declined;
the Response date: the day the client answered (today by default), between the issue of the quote and today;
the Mode: Signed at the front desk, Written reply (email), Verbal agreement (phone) or Other (the Online (link) mode is set by Garage+ for a response through the link, never entered);
an optional note (500 characters at most);
for the acceptance of a quote that contains at least one part: Reused parts wanted, Yes or No. No is preselected, so the response saves without another click; choose Yes if the client wants reused parts (the law requires offering them, and the client ticks it on the signed quote).

Attach the signed quote in the work order’s Photos and documents, category Quote (see Photos and documents).

If the work order is at the Quote awaiting approval stage, the window also offers, with the box ticked by default, to move the work order to the first scheduled status (for an acceptance) or cancelled status (for a decline) of your statuses. Untick the box to keep the current status.

The response can also be recorded after the work order is closed (completed, invoiced or cancelled): a late response can be noted. It is recorded once: it cannot be changed afterwards. The version then shows “Accepted on … (Signed at the front desk)” or “Declined on …”, the note and the reused parts choice.

Expired quote

A quote without a response past its validity date becomes Expired (computed every day, in the garage’s time zone). If the client accepted within the validity period (quote signed in time, entered later), record it with the date they gave it: on an expired version, the date of an acceptance cannot be after the last day of validity. An acceptance given after the validity can no longer be recorded: issue a new version. A decline can always be recorded.

Follow up pending quotes

In the work orders list, the Quote: Quotes awaiting response filter shows the work orders whose latest version of the quote has no response yet, including expired quotes. Under the status of each work order, the list shows the number of that version and its state (“Awaiting response” or “Expired”): call the client, send them the quote again by email, or, if it has expired, issue a new version.

Not included: a work order whose latest version is accepted or declined; a cancelled, completed or invoiced work order; a work order of an anonymized client. The filter only keeps work orders that are still open (Quote, Scheduled, In progress, Waiting stages): there is nobody left to follow up for the others. Their version keeps its “Awaiting response” state on the page and in the unfiltered list. To find a specific quote, type its number in the search (D-2026-00001, 00001).

Supplementary quote

For additional work, or to revise a quote, click Issue a supplementary quote: a new quote version is issued with the same number followed by -2, -3… (for example D-2026-00001-2), from the current lines of the work order.

If a version is still awaiting a response, it is superseded by the new one (state Superseded): the window reminds you of this. A version already accepted stays accepted: if the client declines the supplementary quote, the first acceptance remains valid.

Gap with the accepted quote

While the work is in progress, the Quote card (Documents section of the page) compares the lines of the work order with the reference accepted quote (the most recent accepted version): lines added, removed or changed.

If the total incl. VAT of the lines exceeds that of the accepted quote by more than the gap threshold in the garage settings, a banner says so: “Exceeds the accepted quote by €42.00 incl. VAT”. Difference details lists the lines concerned, and the Issue a supplementary quote button is close at hand.
Otherwise (decrease, or increase below the threshold), a simple line shows the gap: “Difference with accepted quote D-2026-00001: +€12.00 incl. VAT”.

Nothing is blocked: the gap helps you get the additional work accepted before carrying it out.

Have the quote signed on screen

On the version Awaiting response, Have signed opens the signature dialog: the client reads the quote as it will be signed and signs with a finger on the tablet (Sign here), or receives a link on their phone (Send a signature link). For a quote with at least one part, the Reused parts wanted choice is made first on the tablet; through the link, the client makes it (the value chosen here is only suggested to them). Once signed, the quote is recorded as accepted (mode “Signed at the front desk”), on the signing date, and its signed PDF is stored in the file’s documents; the status does not change. See Workshop documents and signature.

Online approval

With the link (received in the quote email, or through Send a signature link), the client accepts the quote (checkbox “approved for work” and name) or declines it (optional reason) on their phone. The link is valid until the end of the quote’s Valid until day. As soon as they respond, the version becomes Accepted or Declined (mode Online (link)); after an acceptance, a work order at the Quote awaiting approval stage moves to Scheduled, and a notification (“… accepted quote … online”, or “declined” after a decline) reaches the bell for the sender, the owners and the administrators. A decline leaves the work order at its stage and cancels the document; to ask again, prepare a new one. Resend the link cancels the old one and sends a new one. Details and the proof kept: Sign remotely.

A response entered with Record the response remains possible (quote signed on paper, verbal agreement): it cancels an on-screen signature that is pending.

Accepted quote required

In the garage settings, the Require an accepted quote to leave the quote stage box (unticked by default) prevents a work order at the quote stage from moving to any status other than a quote status or Cancelled as long as no version has been accepted and no repair estimate has been signed. The status buttons concerned are then greyed out on the page, with the reason.

The Invoice card shows the reference accepted quote (see Invoicing).

What the quote does not do

No payment and no down payment: Garage+ tracks no settlement.
No parts reservation: the stock shown when issuing is for information only.
No open online acceptance (public page open to anyone): the client accepts by signing the quote (on the tablet or through a personal, single-use approval link sent by email to a chosen contact, see Have the quote signed on screen), in writing or orally, and you record their response.
No invoice: the invoice is always issued in your invoicing software.

Who can do what

Action	Permission
See the quotes of a work order	View work orders
Preview the draft, download the PDF of a quote	View work orders and View clients
Issue, issue a supplementary quote, record the response	Issue and send quotes, record the customer’s response and Create and track work orders
Send by email	The two permissions above, Add photos and documents, Notify clients and View clients
Send with the online acceptance link	The same; never in a support session

By default, the Administrator and Reception roles issue and send quotes; the Technician prepares the lines but does not issue. A Vehitis operator in a support session never sends quotes to your clients. See Roles and permissions.