The go-ahead, signed from a phone, with a deposit for parts
Customers tick the work they want, sign on their phone or at the counter, and pay a deposit for parts before you order them.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
With QuoteCloud a customer approves repairs by ticking optional items and signing the quote online, on their phone or on the workshop's tablet in person. A deposit as a percentage or a fixed amount is paid through Stripe or PayPal straight after signing (Essentials and up), and the signed document records exactly what was approved.
One sample quote from a fictional workshop, Kettlebrook Auto Service, for Nadia Haddad, shown twice: on the counter tablet, signed in person, and on her phone, signed online. Both show the scheduled service at $751.00, the front brake pads and rotors at $629.00, the rear tyres at $478.00 and the wheel alignment at $128.00, a total of $2,184.60 including tax, and a signature with an Approved stamp; each device takes its turn to be signed. Underneath: either way, a $655.38 deposit for parts, 30%, paid via Stripe straight after signing.
Try it: nothing ticked, the customer decides
This time the workshop sends the quote with every finding unticked. Tick what you'd approve as Nadia, sign and pay the parts deposit: the total and the deposit follow each tick.
2019 mid-size SUV 2.0 L petrol · automatic · Plate KTB·482 · 90,412 km
UrgentTechnician's rating
-
1
Front brake pads & rotorsPads at 3 mm, rotors scored below the minimum · marked-up photo
-
2
Rear tyres (pair)Inner edges worn to 1.4 mm
RecommendedTechnician's rating
-
3
Wheel alignmentUneven wear across the rears
-
4
Coolant flush & refillCoolant tests weak on protection
- 5 Wiper blades (pair)Streaking across the driver's side
Can waitTechnician's rating
-
6
Drive beltLight cracking, still serviceable
- 7 Headlight lens restorationBoth lenses cloudy
Your advisor puts each finding in its group as an optional row and leaves every one for the customer to tick. Prices come from your own price book.
What the workshop sees
- Quote sent to NadiaEmail link · KA-24817
- Opened on Nadia's phone11:38 am
- Wheel alignment ticked+$140.80 inc tax
- Approved & signedCertificate of authenticity attached
- Deposit for parts paid$655.38 via Stripe
- Job card updatedIn your workshop system, through Zapier
11:36
Thursday 22 October
Kettlebrook Auto ServiceYour car is being inspected. Your quote will arrive by email.
Your 90,000 km scheduled service & inspection
2019 mid-size SUV · KTB·482 · 90,412 km
Valid until Fri 6 Nov
- Parts
- $1,138.00
- Labour · 5.3 h
- $848.00
- Tax
- $198.60
- Total
- $2,184.60
- Deposit for parts · 30% on signing
- $655.38
Prices are from our price book. The quote is valid until Fri 6 Nov; after that we'll re-check parts prices before booking the work.
Sign to approve the work you've ticked
Approved & signed
Deposit for parts$655.38Paid via Stripe · demo, nothing charged
Signed Thu 22 Oct, 11:42 am · certificate attached
Nadia's phone · the quote opens in the browser, no app or account
A demo with a fictional workshop: nothing is sent, stored or charged. Whether rows start ticked is your advisor's choice on each quote. The signed document records exactly which rows were ticked. The deposit is the percentage or fixed amount set on the document, paid through Stripe or PayPal straight after signing (Essentials and up); QuoteCloud doesn't take payment at pickup, create invoices or work orders, or send payment reminders. The job card update runs through Zapier if you set it up.
A deposit on the big jobs, set on each quote
Six sample quotes and the payment each one was sent with. Pick one and change its setting to see what the customer pays on signing.
KAClutch kit & flywheelKA-24788 · total $2,528.90 inc tax
Kettlebrook's own guideline
- Under $500: no deposit
- Repairs with parts to order: 30%
- Fit-outs and special-order tyres: 20–40%
- Tint bookings: a fixed $100
Your rule of thumb, applied by your advisors. QuoteCloud takes whatever is set on each document.
| Quote | Setting | On signing |
|---|---|---|
| 15,000 km service$288.20 | No deposit | $0.00 |
| 90,000 km service + repairs$2,184.60 | 30% of the total | $655.38 |
| Clutch kit & flywheel$2,528.90 | 30% of the total | $758.67 |
| Four all-terrain tyres$1,739.10 | 20% of the total | $347.82 |
| Window tint booking$528.00 | Fixed $100.00 | $100.00 |
| Touring fit-out$15,114.00 | 40% of the total | $6,045.60 |
QuoteCloud applies the payment set on each document: none, a percentage of the total or a fixed amount, paid by card through Stripe or with PayPal (Essentials and up, with your own gateway account). Deciding which jobs need a deposit is your workshop's call; there is no rule by job size, no instalments and no automatic billing of the balance.
At the counter, signed in person
Tom came in on Friday morning before his clutch quote expired. Sam opened it on the counter tablet, Tom ticked the rear main seal, signed with his finger and paid the 30% deposit by card, all before he left for work.
Signing in person on your device uses the same quote and produces the same certificate of authenticity and audit trail as signing from a phone, so walk-in and phone-in customers leave the same record.
- Sign in person on the workshop's tablet
- The same certificate and audit trail
- The deposit paid on the spot by card
eSignatures: every plan · payments: Essentials and up
Your vehicle
- Vehicle
- 2016 mid-size wagon · manual
- Plate
- TRY·771
- Odometer
- 148,300 km
- Concern
- Clutch slipping under load
Vehicle details typed by our service team.
Your repair quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Labour | $960 | ||
Replace clutch & flywheelGearbox out and refitted
|
6 h | $160 | $960.00 |
| Parts | $1,291 | ||
Clutch kitPlate, cover and release bearing
|
1 kit | $685 | $685.00 |
Dual-mass flywheelWorn past its limit
|
1 ea | $540 | $540.00 |
Gearbox oil
|
3 L | $22 | $66.00 |
| While the gearbox is out Tick to add | |||
| 1 ea | $48 | $48.00 | |
- Subtotal
- $2,299.00
- Tax (10%)
- $229.90
- Total
- $2,528.90
- Plus, monthly
- $0.00/mo
- Deposit for parts, paid on signing (30%)
- $758.67
Approve the work and sign
Tom Reyes · Customer
Signed in person at the counter · Fri 23 Oct, 8:05 am
Deposit for parts, paid on signing (30%)
$758.67
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Get your next go-ahead in writing
Free for 14 days, no credit card required. Send us your current quote and we'll convert one template for you during the trial.
Signed and paid: what your workshop sees next
The document's activity shows when Tom's quote was opened, what he ticked, when he signed and what he paid. With Zapier, the Recipient Signed Document trigger can update the job card in your workshop system and Document Payment Event can add a row to the parts-order sheet, where your system has a connector.
Slack and Microsoft Teams can carry document updates, comments and actions to the workshop. QuoteCloud doesn't create invoices or work orders itself.
- Opened, ticked, signed and paid in the activity
- Zapier triggers on signing and payment
- Your workshop system or DMS where it has a connector or an API
Zapier, Make and the API: Essentials and up
Workshop system, DMS & accounting integrationsActivity
- Opened on the counter tabletSam Delaney, in person
- Rear main seal ticked+$52.80 inc tax
- Signed in personCertificate of authenticity attached
- Deposit for parts paid$758.67 by card via Stripe
- Job card updatedZapier: Recipient Signed Document
- Parts order row addedZapier: Document Payment Event → Google Sheets
From quote to go-ahead in four steps
One approval step for every job, set up once in your templates.
Set the choices
Findings as optional rows, ticked or not, and an expiry date on the quote.
Set the payment
No deposit, a percentage or a fixed amount on this document, with Stripe or PayPal connected.
Send or hand over
Email the link to their phone, or open it on the counter tablet to sign in person.
Order the parts
Signed and paid: the activity shows it, and Zapier can update your workshop system.
Approval and deposit questions
Is a customer's eSignature on a repair quote legally binding?
QuoteCloud eSignatures are legally binding and eIDAS compliant. Each signed document carries a certificate of authenticity and an audit trail, and records exactly which optional items were ticked. eSignatures are on every plan, including Free. Your own terms and any local requirements for repair authorities are yours to include.
Can customers sign in person at the counter?
Yes. Open the quote on your tablet or computer and the customer signs in person on your device. It produces the same certificate of authenticity and audit trail as signing online from their phone.
How does the deposit for parts work?
Set a deposit on the document as a percentage of the total or a fixed amount. The customer pays through Stripe or PayPal straight after signing, and the document is marked Paid. Payments are on Essentials and above, with your own gateway account connected.
Can QuoteCloud take a deposit only on larger jobs?
That's your workshop's choice per document: set a deposit on the quotes that need one and none on the rest. QuoteCloud has no rule that applies a deposit by job size; it takes whatever payment is set on each document.
Can the customer pay the balance at pickup through QuoteCloud?
No. QuoteCloud takes a deposit or full payment on signing. It doesn't take payment at pickup, create invoices or work orders, set up instalments or send payment reminders. Invoice the balance from your workshop or accounting system as you do now.
Can our workshop system update when a quote is signed or paid?
Yes, through Zapier, Make or the API from the Essentials plan, where your workshop system or DMS has a connector or an API. Zapier triggers include Recipient Signed Document and Document Payment Event. There is no native workshop or DMS integration.
More for automotive businesses
Every page of the QuoteCloud automotive microsite.
-
Scheduled service & repair quotesThe scheduled service and every repair split into parts and labour, from your own price book, with an expiry date on the quote.Explore
-
Vehicle inspections, photos & findingsPhotos and marked-up images of each finding, rated urgent, recommended or can wait, in the quote the customer reads.Explore
-
Smash repair & assessor quotesPanel, paint and parts itemised with damage photos, ready to send to the owner or an assessor and signed as the authority to repair.Explore
- Tyre & wheel quotesThree tyre options side by side, fitting, balancing and alignment as lines, and a deposit to hold the stock.
- 4WD, caravan & auto-electrical fit-outsGood, better and best fit-out packages, add-ons the customer ticks, a staged fitting plan and a deposit for parts.
- Detailing & paint protection quotesDetailing and coating packages with before-and-after photos, the care terms and a deposit to book the car in.
- Fleet maintenance agreementsPer-vehicle service plans shown as repeating charges, the vehicle list, terms and an expiry date the fleet manager signs.
- Service offers sent in bulkOne pre-summer or pre-trip service offer, personalised and bulk-sent to your customer list, then tracked as each one is opened and accepted.
- Parts price book & labour ratesYour parts, kits and labour rates in one product catalogue, with costs and margins your customers never see.
- Workshop system, DMS & accounting integrationsApproved quotes to your workshop management system or DMS through Zapier or the API, and to Xero or QuickBooks.
- Automotive templatesReal QuoteCloud templates for car service and repair quotes, fleet servicing proposals and car sale agreements.
- QuoteCloud implementation for workshopsYour parts and labour price book loaded, quote templates converted, deposits set up and the service team trained.
- FAQAnswers to the questions workshops, smash repairers, tyre shops, fit-out specialists and fleet providers ask most.
Your next go-ahead, signed and paid from a phone
Free for 14 days. No credit card required.