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Send a quote to your customer, track its status, get the PDF, and turn an approved quote into a job or maintenance plan.
Once a quote is saved, the work moves to getting it approved and turning it into real work: send it to the customer, let them accept (or mark the decision yourself), grab the PDF, and convert the approved quote into a one-off job — or, for package quotes, a recurring maintenance plan.
Before you start: sign in with an account that can manage quotes (an operator/employer account) and have a saved quote — see create a quote. To send it, the customer needs an email address or phone number on file.
Select Quotes in the left navigation and open your quote. The header shows the quote number, its status badge (a new quote starts as Draft), and the action buttons: Preview, Actions, and Send. The sidebar carries the Follow-Up card and the Activity Log, which records everything that happens to the quote.
A draft quote, ready to send.
Select Preview to open the Quote Preview — the same document the customer receives, with your company details, the line items, and totals. Use Close to go back, or send it straight from the preview with Send.
The Quote Preview shows the customer-facing document.
Select Send. A green Quote sent to customer message appears, the status moves from Draft to Pending, the button relabels to Re-send, and the Activity Log records the send. The quote goes out using the contact details on the customer: by email and/or text message with a secure link, or straight to their portal if they have a CleanOps customer account.
Sending moves the quote to Pending and logs the activity.
The customer’s link opens a branded copy of the quote with your company details, the line items, and the total — plus Download PDF, Accept Quote, and Decline Quote buttons and a Promo code box. You can see this page yourself by opening the quote link.
The customer's view: accept, decline, download, or apply a promo code.
When the customer selects Accept Quote, they see Quote accepted. Thank you! and the status flips to Approved — on your side too, with the first view and the approval recorded in the Activity Log. Decline Quote marks it Declined instead. If the quote includes a liability waiver or disclaimers, the customer must accept those terms first.
Accepting marks the quote Approved for both of you.
Back on the quote, the badge now reads Approved and a green Create Job button appears next to Re-send. Create Job only shows on approved quotes that aren’t tied to a package and haven’t been converted yet — package quotes get a Create Maintenance Plan button instead (Step 15).
Approved: the Create Job button appears.
Select Create Job. The scheduler opens with the New Job form already filled from the quote — the customer, the linked Quote number, the job address, and every service line with its pricing. Pick the Start Date & Time, an optional Duration, and assign a technician under Assigned To.
The New Job form, prefilled from the quote.
Select Save & Schedule. A green Job created successfully message appears and the job lands on the schedule at the time you chose. (If you pick a time in the past, CleanOps asks you to confirm first.)
The new job on the schedule.
Open the quote again: a Job row now links to the new job, and the Create Job button is gone — a quote converts to one job, and the link lets you jump between them.
The converted quote links to its job.
Your quote went out, the customer approved it, and it became scheduled work — the trail (sent, viewed, approved) is in the quote’s Activity Log, and the Job row links to the converted job. For everything else a quote can do, walk the modes below.
Select Actions for the rest of the quote’s tools: Edit Quote (reopens the quote form — see create a quote), Download PDF, Change Status, Archive, and Delete Quote. Delete Quote removes the quote immediately and permanently — there is no undo.
Edit, PDF, status, archive, and delete live under Actions.
You don’t have to wait for the customer. Select Actions → Change Status to open Change Quote Status, which shows the Current Status and four choices: Draft, Pending, Approved, and Declined. Pick one and a green confirmation appears, with the change logged. (Archived is set with the Archive action — Step 20 — and Expired is a system status set through integrations, not from this screen.)
Set Draft, Pending, Approved, or Declined directly.
Marking a quote Declined (or the customer declining it) keeps it on file but takes away the conversion buttons — no job or plan can be created from a declined quote. You can still re-send it or change its status back if the customer changes their mind.
A declined quote keeps its history but can't be converted.
Select Actions → Download PDF. A blue Generating PDF… banner appears while it builds, then flips to PDF ready for download. and the file downloads to your browser. The customer’s view has its own Download PDF button that works the same way.
The PDF generates in the background, then downloads.
A quote built with Use Package (see create a quote) shows a Maintenance Package box with the package’s frequency and billing method — and once approved, a blue Create Maintenance Plan button instead of Create Job: recurring package work becomes a plan, not a one-off job.
An approved package quote offers Create Maintenance Plan.
Select Create Maintenance Plan. The Plan Overview recaps the quote, package, customer, frequency, billing method, and per-visit price. Set the Start Date and an End Condition (Never ends, End on date, or End after number of visits), choose the Invoice Due Date (Day Sent, 30/60/90 days, or Custom), and fill in the First Job Setup — date, time, duration, address, and an assigned technician.
Schedule, billing, and first-job settings for the plan.
Select Create Plan. A green Maintenance plan created successfully. message appears and CleanOps opens the new plan’s page, Active and based on your quote — with its visits generated on the package’s frequency.
The new maintenance plan, active and linked to the quote.
Back on the quote, a Maintenance Plan row links to the plan (and a Job row to the plan’s first job), and the Create Maintenance Plan button is gone.
The package quote links to its plan and first job.
If the customer has no email address and no phone number, Send is grayed out and hovering it explains: Customer has no email or phone number. Add contact details to the customer (see create a customer) and the button comes back.
No contact details on the customer — Send is disabled.
Select Actions → Archive to tuck away a quote you’re done with. A green Quote archived successfully message appears and the badge changes to Archived. The quote keeps its history and stays searchable under the archived filter on the quotes list.
Archiving shelves the quote without deleting it.
While archived, Change Quote Status shows the Archived badge with a note — Underlying status: plus Unarchive this quote to change its status. Select Actions → Unarchive to restore it (with its previous status) and make it workable again.
An archived quote keeps its underlying status until unarchived.
The sidebar’s Follow-Up card automates the nudge when a customer goes quiet. Select Schedule Follow-Up: turn on Enable Automation, set the timing (Send N hours/days after event), and enable any of the Email, SMS, and In-App channels — each with its own message template and click-to-insert variables like Customer Name, Quote Total, and Quote Link. An enabled channel needs a message (email also needs a subject). Select Save. Follow-up automations require a PRO or Enterprise subscription.
Timing, channels, and message templates for the follow-up.
Once scheduled, the Follow-Up card shows the Latest Follow-Up with its send time and controls: Send Now fires it immediately, Cancel removes it (each after a confirmation), and Edit Follow-Up reopens the form. After it sends, the card shows Sent with the send time, Send Again, and Edit Follow-Up.
Send now, cancel, or edit the scheduled follow-up.
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