QuoteCloud in your workshop, set up in weeks
Your price book loaded, quote templates converted, deposits and approvals set up, and the service team trained.
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- Building QuoteCloud since 2013
A workshop's QuoteCloud rollout usually covers loading the parts and labour price book from a CSV, converting the service, repair and fit-out quote templates, connecting Stripe or PayPal for parts deposits, setting approvals on big discounts (Business), connecting the workshop system through Zapier or the API, and training the advisors. The four weeks shown are a sample plan.
A sample caravan service quote from a fictional workshop, Kettlebrook Auto Service, open in the signing view of the workshop's counter tablet: the page scrolls through the cover and the price table, Ron Mackie signs in the sign bar and the button turns to Signed. Two chips: the price book loaded from a CSV, and the quote signed in person at the counter.
A four-week rollout, one bay at a time
A sample plan for a workshop with a few advisors. Your pace depends on your price book, your templates and how many people quote.
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Phase 1, Week 1
Load the price book
- You bring
- A CSV of your parts and kits, your labour rates by work type and who may change prices.
- QuoteCloud gives you
- CSV import with column mapping and validation, categories, statuses and role permissions.
- Done when
- Every advisor can pick parts and labour into a quote.
Product catalogue: Essentials and up
Parts price book & labour rates -
Phase 2, Week 2
Convert your quote templates
- You bring
- The service, repair and fit-out quotes you send today, your terms and your logo.
- QuoteCloud gives you
- One free template conversion during the trial, the editor and the content library for shared terms.
- Done when
- A service quote template the workshop manager signs off.
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Phase 3, Week 3
Set up deposits and rules
- You bring
- A Stripe or PayPal account, your parts deposit policy and your discount limits.
- QuoteCloud gives you
- A deposit on signing as a percentage or fixed amount, expiry dates, and approvals on discounts (Business).
- Done when
- A test quote ticked, signed and its deposit paid.
Payments: Essentials and up
Approval to proceed & parts deposits -
Phase 4, Week 4
Go live at the counter
- You bring
- One advisor to go first, the counter tablet and your workshop system's Zapier app or API.
- QuoteCloud gives you
- A 45-minute training session on paid plans, and Zapier, Make or the API for the hand-off.
- Done when
- Live quotes from one advisor, then the whole counter.
Sample planning, not a promise: QuoteCloud doesn't set your timetable.
What changes for each person in the workshop
The value of the rollout, role by role. No statistics, just the jobs that move into QuoteCloud.
Week one: your price book, loaded
The rollout starts with prices, because every quote depends on them. Export your parts list and kits as a CSV, add a row for each labour rate, map the columns and import.
Superseded parts go Inactive and new kits stay as drafts until they're ready. From then on, every advisor quotes the same prices and costs stay with your team.
- CSV import with column mapping and validation
- Labour per hour, parts per unit, kits per job
- Role permissions for who edits prices
Product catalogue: Essentials and up
Parts price book & labour rates| Column in your file | Catalogue field | First row |
|---|---|---|
part_no | SKU | BRK-KIT-F |
description | Name | Front pad & rotor kit, mid-size SUV |
group | Category | Brakes |
sell_ex_gst | Price | 389.00 |
buy_ex_gst | Cost | 214.00 |
uom | Unit | kit |
active | Status | Active |
412 rows ready to update6 rows marked Inactive
Cost is visible to your team only, never to customers.
CSV import price-book-october.csv · 412 items updated, 6 marked inactive
| Product | Price | Unit | Cost | Margin | Status |
|---|---|---|---|---|---|
| Workshop labourLAB-WS · Labour | $160 | per hour | $72 | 55% | Active |
| Auto-electrical labourLAB-AE · Labour | $175 | per hour | $80 | 54% | Active |
| Engine oil, full syntheticOIL-SYN · Service parts | $18 | per litre | $9 | 48% | Active |
| Oil filter, type 24FLT-OIL-24 · Service parts | $26 | each | $11 | 56% | Active |
| Front pad & rotor kit, mid-size SUVBRK-KIT-F · Brakes | $389 | kit | $214 | 45% | Active |
| All-terrain tyre, 265/65 R17TYR-AT-265 · Tyres | $329 | each | $236 | 28% | Active |
| Dual-battery system, fittedFIT-DBS · Fit-out | $1,890 | kit | $1,120 | 41% | Draft |
| Front pad & rotor kit (superseded)BRK-KIT-F-OLD · Brakes | $365 | kit | $205 | 44% | Inactive |
Cost and margin are for your team only: they never appear in the client's document
Start the rollout with a free trial
Free for 14 days, no credit card required. Send us your current service quote and we'll convert it during the trial.
Help with the rollout
What QuoteCloud provides, and what your other providers bring.
Free template conversion
One of your existing templates converted during the trial of Essentials, Business or Enterprise.
45-minute training
A training session for your team, included on paid plans.
Onboarding services
Help setting up your account, templates and team. See onboarding services.
Professional services
Integrations and larger builds scoped with you. See professional services.
Premium support
Priority help once you're live. See premium support.
Your workshop system's provider
Their Zapier app or API decides what a signed quote can update on their side.
Set the rules before you go live
Agree your discount limits in week three and put them into QuoteCloud. A quote with a discount above the limit waits In Review for the workshop manager and can't be sent until it's approved.
Rules can also trigger on total value, so large fit-outs and fleet agreements get a second look.
- Triggers on discount % or total value
- Named approvers per rule
- A log of who asked and who approved
Approval workflow: Business and up
Approval workflow in QuoteCloudDocument workflow
In ReviewTriggered when Discount greater than 10%
- Luke FerreiraWorkshop managerWaiting
Must be approved before it can be sent.
- Loyalty discount of 15% added by Sam Delaney
- Approval request sent to Luke Ferreira
Approval workflow · Business plan
What a QuoteCloud rollout doesn't cover
QuoteCloud sits beside your workshop management system or DMS, not in place of it. Job cards, parts orders, invoices, service history and bookings stay where they are; QuoteCloud wins the approval and hands it over through Zapier, Make or the API where your system has a connector.
Some things are out of scope because QuoteCloud doesn't do them: decoding VINs, looking up supplier parts prices, booking jobs into a calendar, sending service reminders by itself, or billing fleet charges. Vehicle details are typed into the quote, prices come from your own catalogue, and the follow-up is your team's.
Rollout questions
How long does it take a workshop to set up QuoteCloud?
It depends on your price book, your templates and how many people quote. A sample plan is four weeks: the price book, then templates, then deposits and approval rules, then going live with one advisor before the whole counter. You can send your first live quotes during the free trial.
What do we need to bring to the rollout?
A CSV of your parts and kits, your labour rates, the quotes you send today with your terms and logo, a Stripe or PayPal account if you take deposits, your discount limits, and details of your workshop system's Zapier app or API if you want the hand-off.
Does QuoteCloud help with the set-up?
Yes. During the trial of Essentials, Business or Enterprise, QuoteCloud converts one of your existing templates for free, and paid plans include a 45-minute training session for your team. Onboarding services, professional services for integrations and premium support are also available if you want more help.
Do we have to stop using our workshop management system?
No. QuoteCloud handles the quote, the customer's approval, the eSignature and the deposit; job cards, invoices, service history and bookings stay in your workshop system or DMS. Connect the two through Zapier, Make or the API where your system has a connector, so nobody retypes the approved work.
Can we roll QuoteCloud out to one advisor first?
Yes. Plans are priced per user per month, so start with one advisor on Essentials or Business, using the shared templates and the price book, then add the rest of the counter once the quotes work the way you want. Users can be added to your account at any time.
More for automotive businesses
Every page of the QuoteCloud automotive microsite.
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Parts price book & labour ratesYour parts, kits and labour rates in one product catalogue, with costs and margins your customers never see.Explore
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Automotive templatesReal QuoteCloud templates for car service and repair quotes, fleet servicing proposals and car sale agreements.Explore
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Workshop system, DMS & accounting integrationsApproved quotes to your workshop management system or DMS through Zapier or the API, and to Xero or QuickBooks.Explore
- 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.
- Vehicle inspections, photos & findingsPhotos and marked-up images of each finding, rated urgent, recommended or can wait, in the quote the customer reads.
- 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.
- 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.
- Approval to proceed & parts depositsThe customer ticks what they want done, signs from their phone or at the counter, and pays a deposit for parts on larger jobs.
- 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.
- FAQAnswers to the questions workshops, smash repairers, tyre shops, fit-out specialists and fleet providers ask most.
Your first QuoteCloud quote, out this week
Free for 14 days. No credit card required.