Defect rectification quotes building managers approve line by line
Every defect from the inspection becomes a priced line from your price book; the building manager ticks the ones to fix, the total follows, and they sign.
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A defect rectification quote in QuoteCloud lists each defect from the inspection as an optional line priced from your product library. The building manager ticks the defects they approve, the total updates, and they sign online. Critical and non-critical defects can sit in separate groups; large totals can need a manager's approval first (Business).
Last reviewed by the QuoteCloud team
Four failed devices from Calder House, a fictional office building, drawn as enlarged engineering details: smoke detector SD-L3-07 and emergency light EL-S2-04 and extinguisher FE-L2-03, each marked critical, and dome camera CAM-B1-06, marked non-critical. Beside them, defect rectification quote HF-DQ-2611 from Harrowfield Fire & Security as the building manager Simone Achebe sees it: a required visit line at $165, then one line per defect. First nothing is ticked and the total is $181.50 inc tax; she ticks the three critical defects ($628.10), then the camera too ($1,162.70), and signs: 4 of 4 defects approved, with a certificate of authenticity.
Tick the defects to fix, and watch the total follow
This is HF-DQ-2611 as Simone receives it. The visit is required; each defect is an optional line from Harrowfield's price book, with the device id and location in the note.
Untick a line and the total drops; tick it again and it's back. When she signs, you see exactly which defects she approved, in writing, with a certificate of authenticity.
- One optional line per defect
- Device id and location on every line
- No payment on signing: you invoice the work
Price tables with optional lines: Essentials and up
Pricing tablesDefects to fix
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Defect visit | $165 | ||
Attendance, defect rectification visitOne technician, up to 1 hour on site
|
1 visit | $165 | $165.00 |
| Defects found on 14 Oct Tick to add | |||
| 1 ea | $168 | $168.00 | |
| 1 ea | $96 | $96.00 | |
| 1 ea | $142 | $142.00 | |
| 1 ea | $486 | $486.00 | |
- Subtotal
- $1,057.00
- Tax (10%)
- $105.70
- Total
- $1,162.70
- Plus, monthly
- $0.00/mo
Approve and sign
Simone Achebe · Building manager, Larchmont Property Group
Signed online · Thu 16 Oct 2026
Approved work
- Defects approved
- 4 of 4
- Total
- $1,162.70 inc tax
- Booked
- Tue 21 Oct
Certificate of authenticity and audit trail attached
Defect approvals without the email chain
What changes for the office once defects are quoted in QuoteCloud.
Your defect price book, priced once
Every standard fix lives in QuoteCloud's product library with its price, cost and unit: replace a detector, a battery pack, an extinguisher, a camera. Import it from your existing CSV, mapping each column once.
Whoever builds the quote, a person, your assistant or an automation, takes the same line at the same price. Cost and margin stay with your team.
- Import your price book from CSV
- Cost and margin hidden from clients
- Draft items until they're ready
Product library: Essentials and up
Product catalogueCSV import harrowfield-price-book.csv · 214 items imported
| Product | Price | Unit | Cost | Margin | Status |
|---|---|---|---|---|---|
| Replace photoelectric smoke detectorFX-SD-01 · Defect fixes | $168 | each | $71 | 58% | Active |
| Replace emergency light battery packFX-EL-02 · Defect fixes | $96 | each | $38 | 60% | Active |
| Replace 4.5 kg dry powder extinguisherFX-FE-45 · Fire equipment | $142 | each | $64 | 55% | Active |
| Replace dome camera, re-aim and record testFX-CAM-D · CCTV | $486 | each | $262 | 46% | Active |
| Replace door closer, adjust strike, egress testFX-DR-03 · Access & alarm | $210 | each | $92 | 56% | Active |
| Attendance, defect rectification visitLB-VIS-1 · Labour | $165 | visit | $88 | 47% | Active |
| Replace motion sensor and walk testFX-PIR-2 · Access & alarm | $124 | each | $51 | 59% | Draft |
Cost and margin are for your team only: they never appear in the client's document
Get your next defects approved in writing
Free for 14 days, no credit card required. Send us your current report and quote and we'll convert one template for you during the trial.
Large defect lists get a director's approval first
Elm Street Arcade's defects come to $6,052.20, over Harrowfield's $5,000 limit, so the quote waits In Review until Ingrid Moss approves it. Then Freya sends it.
Critical and non-critical defects sit in separate groups, as your technicians graded them. Simone ticks every critical defect and one non-critical one, and signs.
- Approval on total value or discount %
- Critical and non-critical groups
- Applies to quotes your assistant drafts too
Approval workflow: Business plan
Sign-off & approvalsDocument workflow
In ReviewTriggered when Total value greater than $5,000
- Ingrid MossDirectorWaiting
Defect quotes over $5,000 need a director's approval before they're sent
- Freya Lindqvist sent the quote for approval
- Waiting on Ingrid Moss
Approval workflow · Business plan
Defects to fix
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Defect visits | $2,360 | ||
Attendance, two techniciansTwo days, after-hours access to the arcade
|
2 day | $1,180 | $2,360.00 |
| Critical defects Tick to add | |||
| 1 set | $640 | $640.00 | |
| 6 ea | $168 | $1,008.00 | |
| 9 ea | $96 | $864.00 | |
| 1 ea | $420 | $420.00 | |
| Non-critical defects Tick to add | |||
| 5 ea | $62 | $310.00 | |
| 1 ea | $210 | $210.00 | |
| 2 ea | $486 | $972.00 | |
- Subtotal
- $5,502.00
- Tax (10%)
- $550.20
- Total
- $6,052.20
- Plus, monthly
- $0.00/mo
From defects found to defects approved
Five steps, the same for every building you service.
Defects recorded
Your technician records each failed device in your inspection app.
Quote drafted
A price-book line per defect is added, by your team, your assistant, the API or Zapier.
Approved inside
Over your limit, a director approves it before it goes out (Business).
Ticked and signed
The building manager ticks the defects to fix and signs.
Booked
You book the work and send the updated results in the next report.
Defect quote questions
Can the building manager approve only some defects?
Yes. Each defect is an optional line in the price table. The building manager ticks the defects they approve, the total follows, and they sign. The signed quote shows exactly which lines were approved.
Can critical and non-critical defects be shown separately?
Yes. Put them in separate groups of the price table, as your technicians graded them, so critical defects come first. The severity is your own call under the standard that applies to the site; QuoteCloud just lays it out.
Can an automation tick the defects for the client?
No. An automation, the API or an AI assistant can add the defect lines when the quote is created, but ticking them is the building manager's choice. They tick the defects they want fixed and sign.
Can large defect quotes need approval before they're sent?
Yes, on the Business plan. Approval rules trigger on a document's total value or on a discount percentage, so a quote over your limit waits In Review until the approver approves it.
What if the scope changes after they sign?
Revise the quote with the changed lines and send the new version for signature. On the Business plan, version history keeps every earlier version.
Do we take payment when they sign?
Only if you want to. Most defect work is invoiced afterwards, so the quote takes no payment. For new work you can ask for a deposit or full payment on signing through Stripe or PayPal, on Essentials and up.
Everything a security & fire business sends
From the defect quote back to the report, the approvals and the annual statement.
-
Inspection & test reportsEach site's routine inspection as a branded report: results by system, the defects found, and the building manager's acknowledgement.Explore
-
Building manager sign-off, approvals & depositsApproval rules before big quotes go out, several signers on the client side, and a deposit on signing for new installs.Explore
-
Inspection results to report and quote with MCPAn AI assistant connected through QuoteCloud's MCP service drafts the report and the defect quote from your inspection app's results.Explore
- Annual statements for building ownersYour own year-end summary of every visit, defect and fix at a site, sent for the owner to acknowledge.
- CCTV, alarm, access & fire detection proposalsNew systems proposed zone by zone: equipment, cabling, installation and options the client chooses, with a deposit on signing.
- Device count calculators that price the proposalCameras, sensors, readers and detectors counted per zone in a spreadsheet whose cells set the equipment and cabling lines.
- Monitoring & service agreementsMonitoring tiers and scheduled servicing as repeating charges in the agreement, with an expiry date and a renewal you send.
- Multi-site & property portfolio quotesOne service agreement per building for a property manager's portfolio, bulk-sent and tracked to signature.
- Inspection apps, job systems & accountingYour inspection app, job system, CRM and accounts, connected the way each one really connects: MCP, the API, Zapier, Make or natively.
- Security & fire templatesReal QuoteCloud templates to start your test reports, defect quotes, installation proposals and service agreements from.
- QuoteCloud implementation for security & fire contractorsYour report and quote templates, defect price book, device calculator and assistant connection set up, and your team trained.
- FAQAnswers to the questions fire services, CCTV, alarm and access control contractors ask most.
Defects approved line by line, in writing
Free for 14 days. No credit card required.