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Repair and call-out quotes, approved on the ticket

When a repair is out of warranty or a call-out is chargeable, send a quote the customer signs on their phone. A Zap attaches the signed approval to the ticket and hands it to the workshop.

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Send the repair or call-out quote from QuoteCloud, then build a Zap with QuoteCloud's Zapier app, on Essentials and up. Document Signing Complete starts it, Generate or Fetch Document PDF Link gets the signed PDF, Zendesk's Attach File to Ticket adds it as an internal comment, and Update Ticket moves the ticket to your workshop group.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Quillfield IT's repair quote QF-R-0938 for Calder Physio Group's reception laptop: bench diagnosis, a replacement screen, a new drive with a restore from backup, $825.00 including tax, with a loan laptop as an option, signed by Jake Calder. In front, an illustration of Zendesk ticket #6620: Hannah Sato's reply with the quote, then an internal comment added by a Zap with the signed PDF attached, and the ticket moved to the Workshop group with the tag repair_approved.

Why get repair approval on a quote?

Quillfield IT runs a service desk for small offices and clinics. Most tickets are covered by the monthly agreement; some aren't, such as a laptop knocked off a counter a year after its warranty ended, or an urgent on-site visit outside the agreement.

Those tickets need a price and a yes before anyone starts work. A QuoteCloud quote gets both in one step: the customer reads the price, ticks a loan laptop if they want one and signs on their phone. A Zap then files the approval on the ticket, so the workshop never starts a job nobody agreed to pay for.

  • Warranty-expired repairs, chargeable call-outs, parts orders and after-hours work.
  • The signed PDF sits on the ticket as an internal comment: proof of approval for the technician and for billing.
  • The ticket moves to the right group by itself, tagged so your views pick it up.

How does a signed repair quote reach the workshop?

One Zap: find the ticket, attach the signed PDF, then route it.

ZapRepair approved: attach and route

  1. When QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed.Passes on
    • Document reference
    • Recipient email
    • Zendesk ticket (data item)
  2. Or ZendeskSearch · optionalFind TicketsOnly if the ticket number isn't in the trigger's data.Searches on
    • Requester email
    • Tag: out_of_warranty
  3. Then QuoteCloudActionGenerate or Fetch Document PDF LinkThe link is short-lived, so the next step uses it straight away.Mapped in
    • Document
  4. Then ZendeskActionAttach File to TicketAs an internal comment: the approval, for agents and technicians.Mapped in
    • Ticket
    • File (the PDF link)
    • Comment
    • Should the comment be public?: No
  5. Then ZendeskActionUpdate TicketHands the ticket to the workshop.Mapped in
    • Ticket
    • Group: Workshop
    • Additional Tags: repair_approved
    • New status: Open

Jake Calder signs QF-R-0938 at 2:05 on Wednesday afternoon. Within a minute the signed PDF is on ticket #6620 as an internal comment, the ticket is in the Workshop group's view with the tag repair_approved, and the laptop is on the bench that afternoon.

Result

No work starts without a signed approval, and the approval is on the ticket the technician works from.

QuoteCloud's Zapier app: Essentials and up

How IT providers quote break-fix work

The approval, on both sides

The signed repair quote in QuoteCloud, and the ticket the Zap attached it to and routed.

Quillfield ITRepair quote QF-R-0938 Sample · fictional business

The repair, priced

ItemQtyRateAmount
Repair$750
Bench diagnosisDone on Wed 11 Nov
1 job $120 $120.00
Replacement screen assembly14-inch, fitted and tested
1 ea $340 $340.00
New 1 TB drive and restore from backupApps and files as of last night
1 job $290 $290.00
Add if you'd like Tick to add
Loan laptop while yours is in the workshopUp to five business days
1 ea $75 $75.00
Subtotal
$750.00
Tax (10%)
$75.00
Total
$825.00

Accept and sign

Jake Calder · Practice manager

Signed online · Wed 11 Nov 2026

What happens next

Workshop
Repair starts the same day
Billing
On your next monthly invoice

Certificate of authenticity and audit trail attached

QF-R-0938: signed by Jake. The loan laptop stayed an option he could tick.

Zap

  1. Document Signing Complete
  2. Generate or Fetch Document PDF Link
  3. Attach File to Ticket
  4. Update Ticket
Help desk · TicketPlinthwork Illustration · sample data

Ticket #6620 · via EmailReception laptop won't start after a fall

Open
Requester
Jake Calder
Organization
Calder Physio Group
Assignee
Hannah Sato
Group
Workshop Updated by a Zap
Tags
hardwareout_of_warrantyrepair_approved Updated by a Zap

  1. Jake CalderCalder Physio GroupPublic reply

    The front-desk laptop was knocked off the counter and won't start. Can you fix it?

    Wed 11 Nov, 8:30 am

  2. Hannah SatoService deliveryInternal note

    Warranty ended in March. Screen cracked, drive failed. Quoting the repair.

    Wed 11 Nov, 9:15 am

  3. Hannah SatoService deliveryPublic reply

    Hi Jake, quote QF-R-0938 for the screen, a new drive and a restore is in your inbox. Sign it and we'll start today.

    Wed 11 Nov, 10:20 am

  4. ZapQuoteCloudInternal note

    Repair approved: QF-R-0938 signed by Jake Calder. Signed copy attached.

    QF-R-0938 signed.pdf

    Wed 11 Nov, 2:05 pm · Added by a Zap

  5. ZapQuoteCloudTicket update

    Group set to Workshop · tag repair_approved added · status Open

    Wed 11 Nov, 2:05 pm · Added by a Zap

Illustration with sample data: a generic help desk ticket, not Zendesk’s screen.

Ticket #6620: the signed PDF as an internal comment, then the group, tag and status the Zap set.

The ticket is our illustration of a generic help desk with sample data, not Zendesk's screen.

Which service tickets need a quote?

The tickets that turn support into revenue. One template each, and the same signature Zap for all of them.

  • Out-of-warranty repairs

    Diagnosis done, parts and labour priced, with a loan device or data recovery as options the customer can tick.

  • Chargeable call-outs

    An on-site visit outside the agreement, after hours or at a new site: the call-out fee and hourly rate, signed before the technician leaves.

  • Parts and replacements

    A replacement device or part the customer has to approve, with the lead time in the quote.

Variations on this recipe

  • When the customer says no

    Start a second Zap with Document Lost: Update Ticket adds an internal note, removes the repair tag and sets the ticket to Pending, so the agent can offer a return or a recycling option.

  • Take a deposit for parts

    If your repair template takes a deposit through QuoteCloud Payments, start with Document Paid instead, so the workshop only starts once the parts are paid for.

  • Tell the technicians

    Add Send Channel Message for Slack or Microsoft Teams after Update Ticket, so the workshop hears about the job straight away.

  • Build it in Make instead

    Bring your own: connect Make to QuoteCloud with Make's built-in OAuth, fetch the signed PDF through QuoteCloud's API in a scenario, and attach it with Make's own Zendesk modules.

No approval, no bench time

QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and test the repair Zap on a test ticket.

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Build the repair approval Zap in five steps

  1. Make a repair template

    Diagnosis, parts and labour lines, a loan device as an option, and a data item for the Zendesk ticket number.

  2. Start with Document Signing Complete

    In Zapier, choose QuoteCloud and the trigger, and test it with a signed test quote.

  3. Fetch the signed PDF

    Add Generate or Fetch Document PDF Link, then Attach File to Ticket straight after it, with public set to No.

  4. Route the ticket

    Add Update Ticket with your workshop group, an approval tag and the status you use for work in progress.

  5. Test, then turn it on

    Sign a test quote for an @example.com requester, check the PDF and the routing on the test ticket, then switch the Zap on.

Questions about repair quotes

Can the signed quote be attached to the Zendesk ticket?

Yes, with a Zap. QuoteCloud's Document Signing Complete starts it, Generate or Fetch Document PDF Link gets the signed PDF, and Zendesk's Attach File to Ticket adds it to the ticket with a comment. The PDF link is short-lived, so the attach step comes straight after it in the same Zap.

Will the customer see the attached PDF as a new reply?

Only if you want them to. Attach File to Ticket has a field that sets whether its comment is public. Set it to No and the signed copy is an internal comment for your agents and technicians; the customer already has their own copy from QuoteCloud.

Can the Zap move the ticket to another group?

Yes. Zendesk's Update Ticket on Zapier can set the group, the assignee, the status and extra tags, so a signed repair quote can hand the ticket to your workshop or field team and add a tag that your views pick up.

Does the repair Zap carry a QuoteCloud document fee?

No. It reads a QuoteCloud event, fetches a PDF and writes to Zendesk; it doesn't create a document. The per-document fee is for documents created through Zapier or the API. A repair quote your agent creates in QuoteCloud carries no Zapier fee.

More Zendesk questions

More on QuoteCloud and Zendesk

Five use cases with the exact Zapier steps, then how to connect, test and what it costs.

Approved on the ticket, before the bench.

Start a free 14-day trial and send your next out-of-warranty repair as a quote the customer signs.

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