Services

Quote a Custom Job (Versions + Customer-Signed PDF)

Record quote revisions on a custom job, hand the customer a printable quote to authorize, and note their approval — verbally or signed.

Quote a Custom Job

For custom builds, every quote you give the customer should be recorded — both for follow-up (“here’s what we said two weeks ago”) and for the customer to see, sign, and authorize. JewelTrak tracks the full revision history and emits a printable / emailable Quote PDF.

The Quote History card is visible on /work-orders/[id] for custom and manufacturing job types where the piece belongs to a customer. An in-house job — a piece you’re making for your own stock — has a total cost rather than a quote, so the card is hidden there; there’s nobody to quote.

Record a quote (or a revision)

Open the work order.
In the Quote History card, click Revise Quote.
Enter the amount + optional notes (e.g. “After customer requested larger center stone”).
Save Revision.

JewelTrak inserts a row into repair_quote_history (auto-incrementing Version per work order) and updates repairs.PriceQuoted as the current canonical quote amount.

The current quote shows at the top of the card with its version badge — e.g. “Current quote $4,250 (v3)”.

A revision is the job’s price, not just a note about it. Saving one also sets the work order’s Price and pushes the new figure onto the job’s open invoice, so what you quoted and what the customer is billed can’t drift apart. If the invoice has already been finalized or paid it is locked and stays as it is — void it first if the price really has to change.

The reverse holds too: editing Price in the work order header on a job that already carries a quote records the change as the next revision (with no note, since you didn’t type a reason). Either way the card, the Quote PDF and the invoice agree.

Print or email the customer’s quote

Click Quote PDF → on the Quote History card (visible whenever PriceQuoted is set). A one-page document opens in a new tab:

Your shop branding
Customer info
Scope of work (from the work order’s Description)
Prominent QUOTED PRICE box (navy)
Revision history list (only shows if there’s more than one version)
Terms paragraph + acceptance signature line at the bottom

Save the PDF or email it from the print preview.

What’s on the terms paragraph

By default the quote states:

This quote is valid for 30 days from the Quote Date above. Final pricing may vary if the scope changes, material costs fluctuate substantially, or additional work is requested. A deposit may be required before work begins. By signing below, the customer authorizes the scope of work described above at the quoted price.

This text is currently fixed — a per-tenant terms editor is a planned follow-up. For now, treat it as the JT-default quote terms; if your shop needs different language, paste your own boilerplate into the work order’s Notes before exporting.

Recording that the customer approved it

Once the customer says yes, note it on the job. At the bottom of the Quote History card:

Approved verbally — one click. This is the normal case: you spoke to them, they said go ahead, and you’re recording that you did. It stamps the date and which of your staff recorded it.
Get signature — hand them the tablet and have them sign. Stores the signature on the job alongside the same details.

That’s the whole thing. A few points worth knowing:

It never blocks anything. You can send the job to the bench with or without recording an approval. JewelTrak won’t stop you, warn you, or nag you — it’s a record you keep, not a permission the app grants.
Nothing happens if the price changes later. Revise the quote as often as you need; the approval stays exactly as it was and nothing is blocked. It does show which version they approved — “quote v2” against a card reading “(v3)” tells you at a glance that the price moved after they said yes. Whether to get a fresh sign-off on the new number is your call: click Re-record and do it again.
Re-record replaces what’s there. Undo removes it entirely, for when it was clicked by mistake.
Whichever staff member records it is named on the job, so a verbal approval is attributable rather than anonymous.

Connecting a quote to a deposit

Common flow on a typical custom job:

Record initial quote → email Quote PDF → to the customer.
Customer accepts → click Approved verbally (or take their signature) → take a deposit via the Deposits card.
Work proceeds. Quote may revise as scope changes — each revision moves the job’s price and the open invoice with it.
At completion, the invoice is already carrying the current quote, and any unapplied deposits are applied against it.