Scheduled service and repair quotes, parts and labour clear
Every service and repair priced from your own price book, labour by the hour and parts by the unit, with an expiry date on the quote.
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- 4.2 on Capterra
- Building QuoteCloud since 2013
Workshops use QuoteCloud to send scheduled service and repair quotes from a template: labour per hour and parts per unit picked from the product catalogue, grouped with subtotals, tax calculated, optional repairs the customer ticks and an expiry date. The customer signs to approve and can pay a deposit for parts on signing.
A workshop job ticket from a fictional workshop, Kettlebrook Auto Service, for quote KA-24817: plate KTB·482, 90,412 km, the 90,000 km scheduled service due. Labour 2.5 hours at $160 an hour, $400.00. Parts picked from the price book by SKU: engine oil 5 L $90.00, oil filter $26.00, air filter $48.00, cabin filter $39.00, spark plugs ×4 $116.00 and brake fluid $32.00, $351.00 in all, for a scheduled service of $751.00, with seven inspection findings still to quote as optional items. In front, the price book panel with the same six items and their unit prices, each lighting as its line is picked.
Three service intervals, three quotes from one template
The same service quote template filled for three cars: the interval sets the labour and the parts, the inspection adds the choices. Sample documents from a fictional workshop.
Your vehicle
- Vehicle
- 2024 small hatchback · 1.5 L petrol
- Plate
- PSH·215
- Odometer
- 15,120 km
- Service due
- 15,000 km scheduled service
Vehicle details typed by our service team from your booking.
Your service quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| 15,000 km service · labour | $160 | ||
Scheduled serviceTo the 15,000 km schedule, with the safety inspection
|
1 h | $160 | $160.00 |
| 15,000 km service · parts | $102 | ||
Engine oil, full syntheticFrom our price book
|
4 L | $18 | $72.00 |
Oil filter
|
1 ea | $26 | $26.00 |
Sump plug washer
|
1 ea | $4 | $4.00 |
| Recommended Tick to add | |||
| 1 job | $40 | $40.00 | |
| 1 pair | $58 | $58.00 | |
- Subtotal
- $262.00
- Tax (10%)
- $26.20
- Total
- $288.20
- Plus, monthly
- $0.00/mo
A first service, quoted in a minute
One hour of labour, oil, a filter and a washer, all picked from the price book, and two recommended items Priya can tick. A small job, so the advisor sets no deposit on this one.
- Labour and parts in their own groups
- Recommended items as optional rows
- No deposit on a small job: the advisor's call
Your vehicle
- Vehicle
- 2020 dual-cab pickup · 2.4 L diesel
- Plate
- LFZ·604
- Odometer
- 60,210 km
- Service due
- 60,000 km scheduled service
Vehicle details typed by our service team from your booking.
Your service quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| 60,000 km service · labour | $352 | ||
Scheduled serviceTo the 60,000 km schedule, with the multi-point inspection
|
2.2 h | $160 | $352.00 |
| 60,000 km service · parts | $339 | ||
Engine oil, diesel gradeFrom our price book
|
7 L | $18 | $126.00 |
Oil filter
|
1 ea | $26 | $26.00 |
Fuel filterDue at 60,000 km
|
1 ea | $68 | $68.00 |
Air filter
|
1 ea | $48 | $48.00 |
Cabin filter
|
1 ea | $39 | $39.00 |
Brake fluidFlush and replace
|
1 L | $32 | $32.00 |
| Recommended at this interval Tick to add | |||
| 1 job | $289 | $289.00 | |
| 1 job | $164 | $164.00 | |
- Subtotal
- $980.00
- Tax (10%)
- $98.00
- Total
- $1,078.00
- Plus, monthly
- $0.00/mo
The bigger interval, with what the schedule adds
The fuel filter and seven litres of diesel-grade oil, then the transmission fluid service the schedule recommends at 60,000 km, ticked, and the diff oils left for Leo to decide. Your template holds the interval; QuoteCloud doesn't look up schedules.
- Line notes split parts from labour
- A recommended item ticked as a default
- Your own interval template, not a lookup
Price tables and the product catalogue: Essentials and up
Inspection findings Multi-point inspection by Hamish Boyd, Thu 22 Oct
- 2 urgent
- 3 recommended
- 2 can wait
- 3 checked, ok
Urgent
-
Front brake pads & rotorsPads at 3 mm, rotors scored below the minimum
-
Rear tyresInner edges worn to 1.4 mm
Recommended
-
Wheel alignmentUneven wear across the rears
-
CoolantTests weak on protection
- Wiper bladesStreaking across the driver's side
Can wait
-
Drive beltLight cracking, still serviceable
- Headlight lensesBoth lenses cloudy
Checked, OK
- BatteryTested good
- Suspension & steeringNo play found
- Lights & hornAll working
Ratings are the technician's. Photos taken on the inspection and placed in the quote.
Your quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| 90,000 km scheduled service · labour | $400 | ||
Scheduled serviceTo the 90,000 km schedule, includes the multi-point inspection
|
2.5 h | $160 | $400.00 |
| 90,000 km scheduled service · parts | $351 | ||
Engine oil, full syntheticTo the oil specification for your engine
|
5 L | $18 | $90.00 |
Oil filterFrom our price book
|
1 ea | $26 | $26.00 |
Air filter
|
1 ea | $48 | $48.00 |
Cabin filter
|
1 ea | $39 | $39.00 |
Spark plugsDue at 90,000 km
|
4 ea | $29 | $116.00 |
Brake fluidFlush and replace
|
1 L | $32 | $32.00 |
| Urgent · fix before driving far Tick to add | |||
| 1 job | $629 | $629.00 | |
| 1 job | $478 | $478.00 | |
| Recommended · within a month Tick to add | |||
| 1 job | $128 | $128.00 | |
| 1 job | $182 | $182.00 | |
| 1 pair | $58 | $58.00 | |
| Can wait · check next service Tick to add | |||
| 1 job | $188 | $188.00 | |
| 1 job | $184 | $184.00 | |
- Subtotal
- $1,986.00
- Tax (10%)
- $198.60
- Total
- $2,184.60
- Plus, monthly
- $0.00/mo
- Deposit for parts, paid on signing (30%)
- $655.38
A service that found work
Nadia's service, then everything Hamish found: urgent brakes and rear tyres ticked by the workshop, the alignment, coolant and wipers recommended, the drive belt and headlights able to wait. She ticks, signs and pays 30% for the parts.
- Findings rated by your technician
- Urgent, recommended and can-wait groups
- A deposit for parts on signing
Advisors pick lines, they don't type prices
Every oil, filter, kit and labour rate lives in your QuoteCloud product catalogue with its SKU, unit and price. Advisors add lines to the quote from the catalogue, so the 5 litres of oil and the 2.5 hours of labour are priced the same on every quote.
Update the catalogue from a CSV when your supplier prices change: new quotes use the new price, and anything superseded is set to Inactive so nobody picks it. Cost and margin stay on the team's side.
- Labour per hour, parts per unit, kits per job
- CSV import with column mapping
- Active, Draft and Inactive items
- Cost and margin hidden from customers
Product catalogue: Essentials and up
Parts price book & labour ratesCSV 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
What the customer reads, block by block
KA-24817 from top to bottom: the car, the price split into parts and labour, the questions answered and the approval.
-
Advisor types
The car, as booked
Plate, odometer, the service due and the technician, typed by your service team from the booking. No VIN decoding or plate lookups: just the details the customer needs to know it's their car.
Kettlebrook Auto ServiceService & repair quote KA-24817 Sample · fictional businessYour vehicle
- Vehicle
- 2019 mid-size SUV · 2.0 L petrol, automatic
- Plate
- KTB·482
- Odometer
- 90,412 km
- Service due
- 90,000 km scheduled service
- Technician
- Hamish Boyd · Bay 3
Vehicle details typed by our service team from your booking.
-
Customer ticks
Labour by the hour, parts by the unit
The service labour and the service parts in their own groups with subtotals, each repair as an optional row with its parts and hours in the line note, then tax, the total and the deposit for parts. Ticking a repair updates everything below it.
Price tables: Essentials and up
QuoteCloud pricing tablesYour quote
Item Qty Rate Amount 90,000 km scheduled service · labour $400 Scheduled serviceTo the 90,000 km schedule, includes the multi-point inspection2.5 h $160 $400.00 90,000 km scheduled service · parts $351 Engine oil, full syntheticTo the oil specification for your engine5 L $18 $90.00 Oil filterFrom our price book1 ea $26 $26.00 Air filter1 ea $48 $48.00 Cabin filter1 ea $39 $39.00 Spark plugsDue at 90,000 km4 ea $29 $116.00 Brake fluidFlush and replace1 L $32 $32.00 Urgent · fix before driving far Tick to add 1 job $629 $629.00 1 job $478 $478.00 Recommended · within a month Tick to add 1 job $128 $128.00 1 job $182 $182.00 1 pair $58 $58.00 Can wait · check next service Tick to add 1 job $188 $188.00 1 job $184 $184.00 - Subtotal
- $1,986.00
- Tax (10%)
- $198.60
- Total
- $2,184.60
- Plus, monthly
- $0.00/mo
- Deposit for parts, paid on signing (30%)
- $655.38
-
Customer asks
The terms, and a question answered
When the car will be ready, that nothing extra is done without her OK and the date the prices hold until. Nadia asked about the alignment in a comment; Sam replied in the same thread.
Before we start
- We order parts once you approve; the deposit covers the parts for the work you tick.
- Your car will be ready by 4:30 pm today if you approve by 1 pm.
- Anything new we find while working is quoted to you first. Nothing extra is done without your OK.
- Prices valid until Fri 6 Nov 2026.
Nadia HaddadCan the alignment be done today as well?
Sam, KettlebrookYes. It's ticked in the quote and it'll be done before 4:30.
-
Customer signs
Approved, with the parts paid for
A legally binding eSignature on exactly the work she ticked, then 30% of the total paid through Stripe so the brake kit and tyres can be ordered.
eSignatures: every plan · payments: Essentials and up
Approval to proceed & parts depositsApprove the work and sign
Nadia Haddad · Customer
Signed on her phone · Thu 22 Oct, 11:42 am
Deposit for parts, paid on signing (30%)
$655.38
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Quote your next service from your own price book
Free for 14 days, no credit card required. Send us your current service quote and we'll convert one template for you during the trial.
Quotes that expire, so old prices don't get honoured
Every quote carries a valid-until date. The Expiring Soon filter lists the repair quotes running out this week, so your advisor can call Tom about his clutch before Saturday rather than find the quote in three months.
If parts prices have moved, Revise Last Version re-prices an unsigned quote and sends the new version. QuoteCloud doesn't send reminders by itself: the filter is your follow-up list.
- A valid-until date on every quote
- Expiring Soon filter for follow-up calls
- Revise Last Version to re-price before signing
Expiry dates and the Expiring Soon filter: Essentials and up
4 repair quotes expire in the next 7 days
- Clutch kit & flywheelTom Reyes · KA-24788 Expires Sat 24 Octin 2 days Viewed
- Timing belt & water pumpGemma Ward · KA-24791 Expires Mon 26 Octin 4 days Viewed
- Front suspension bushesHugh Ngata · KA-24802 Expires Wed 28 Octin 6 days Sent
- Air-conditioning re-gas & leak testLena Fox · KA-24806 Expires Thu 29 Octin 7 days Viewed
One template for each job you quote every week
What implementing QuoteCloud looks like in a service workshop: the jobs you price most, each set up once with its labour, parts and wording.
Scheduled service by interval
15,000, 30,000, 60,000 and 90,000 km templates with the labour and parts each interval needs, ready for the findings.
Brakes
Pads, rotors or a full kit per axle, labour by the hour and a brake fluid flush as an optional row.
Timing belt & water pump
The kit, the pump and the hours in one quote, with the drive belt and coolant as items to tick.
Clutch
Clutch kit, flywheel and gearbox oil, the rear main seal as an option, and a deposit before the parts are ordered.
Air-conditioning
Re-gas and leak test as one line, with repairs as optional rows once the leak is found.
Inspection findings
A findings block and urgent, recommended and can-wait groups added to any of the above.
Vehicle inspections
Set up a service quote template in five steps
From your current quote to a template every advisor uses.
Load the price book
Import parts, kits and labour rates from a CSV into the product catalogue, with SKUs and costs.
Build the template
Cover, vehicle details, a price table with labour and parts groups, your terms and a signature block.
Add the choices
Optional groups for urgent, recommended and can-wait work, and a deposit for parts on the document.
Quote the car
Pick the interval's lines from the catalogue, add the findings and set the expiry date.
Send and follow up
The customer ticks and signs on their phone; the Expiring Soon filter shows who to call.
Service and repair quote questions
Can a service quote show parts and labour separately?
Yes. A price table can hold the labour and the parts in their own groups with subtotals, labour priced per hour and parts per unit, and each repair as its own line with the parts and hours in its note. Tax and the total are calculated for you. Price tables are on the Essentials plan and above.
Does QuoteCloud know the manufacturer's service schedule?
No. QuoteCloud doesn't look up service schedules, VINs or plate details. You build a template for each interval you service, with the labour and parts it needs, and your team types the vehicle details. The template makes every 60,000 km quote start the same way.
Where do the parts prices come from?
From your own product catalogue in QuoteCloud. You import parts, kits and labour rates from a CSV with column mapping, keep each item Active, Draft or Inactive, and record cost and margin that customers never see. QuoteCloud doesn't connect to supplier parts catalogues.
Can customers choose which repairs to do?
Yes. Put repairs in optional groups, such as urgent, recommended and can wait. You can tick items as defaults; the customer ticks or unticks the rest and the total and deposit update before they sign. The signed document records exactly what was approved.
How do we stop old quotes being honoured at old prices?
Give every quote an expiry date. The Expiring Soon filter lists quotes about to run out so your advisor can follow up, and Revise Last Version sends an updated quote with new prices before it's signed. QuoteCloud doesn't send reminders automatically. Expiry dates are on Essentials and above.
Can we add photos from the inspection?
Yes. Image and gallery blocks put the technician's photos in the quote, and the image editor adds circles, arrows and text to show the worn part. Image blocks and the editor are on the Starter plan and above. See the vehicle inspections page for a full example.
More for automotive businesses
Every page of the QuoteCloud automotive microsite.
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Vehicle inspections, photos & findingsPhotos and marked-up images of each finding, rated urgent, recommended or can wait, in the quote the customer reads.Explore
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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.Explore
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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 service quote, from your own price book
Free for 14 days. No credit card required.