Run an Estimate Visit

Send a crew member to look at the work, build the priced quote on site, and get it approved — by link, on the tech's device, or recorded by the office.

Updated October 10, 2026

At the end of this playbook a crew member can go to a customer's site on an Estimate job, record what the customer wants and what they saw, build the priced quote inside the visit, and get it approved before they leave — or hand it to the office when your rules say the office should look first. Approval then creates the contract or the job, exactly as it does for a quote built in the office (Send a Quote).

Before you start

The customer exists with a site. An Estimate is a job, and every job needs a site.
The work types you will quote have prices under Sales and BillingPricing. The quote's Add from catalog list is that work type's rows on the Pricing page; rows you have not priced arrive with no price.
Parts and equipment you sell are in Products. A product linked to an inventory item shows in Add product only when that item is marked Sellable to Customers with a sell price under Inventory.
Optional: a default terms document for each quoted work type (Templates, Terms & Billing). Without one the quote goes out with no terms and conditions, and the builder says so.

1. Turn on the Estimate work type

Open SettingsWork Types. Under Available work types, find Estimate and click Enable. It ships off for every company.

On the Estimate row, Field crew quoting sets when the office must review a quote the crew built:

Option	What the crew can do
Always	Build and save a draft. Only the office can send it or record on-site acceptance. This is the default.
Never	Send the quote and record on-site acceptance themselves.
Only when…	Office reviews quotes for the work types you tick under The quote is for, or the total is over $ the amount you set. Everything else the crew can send.

The amount is the quote's net subtotal — lines after line and quote discounts, before tax — and the quote must be over it, not equal to it. Only when… with no work type ticked and no amount is refused on save, because it would hold nothing. Click Save Work Type Settings.

Approving a one-off quote (a repair, an install) creates a job when that work type has Creates a Job on Approval ticked on this same page; a work type that supports a service contract creates the contract instead.

2. Set up the estimator

Office staff can always quote. A field or field-manager crew member needs both of these:

Give them the Estimate skill
Open SettingsTeam, edit the person, and tick Estimate under Work Types.
Give their role Sales and Billing
Open SettingsRoles, tick Sales and Billing under Feature Bundles in their role's column (for example Field Crew), and click Save Role Settings. Without it the quote screens cannot load for them.
Have them sign out and back in
Role changes reach the app at the next sign-in.

A crew member can only build and change quotes from a visit they are assigned to. The full Quotes list, and every other customer's quotes, stay with the office.

3. Schedule the Estimate

Open JobsNew Job, pick the customer and site, choose Estimate as the work type, assign the estimator and pick the day. Customers are not sent a visit summary or a rating request when an Estimate is checked out.

4. Run the visit

The crew opens the job and starts the visit wizard, on the web or on the phone.

Step (web)	Step (phone)	What happens
Arrive	Arrive	Start the visit.
Site Photos & Video	Site Media	Photos and video of the site. They are optional unless your Estimate work type requires them.
AI Observations	AI Observations	Shown when on for the work type; runs before the scope so it can inform the price.
Scope	Scope	What the Customer Is Asking For, Measurements / Quantities, Access, Obstacles & Staging, Who Signs Off, How Soon, Competing Bids and Follow Up By.
Quote & Approval	Quote & Approval	Build and send the quote (next section).
Complete	Complete	Check out. If the quote is still a draft, or there is none, the step says so before you leave.

An Estimate has no "after" photos unless your company requires them on the Estimate work type.

5. Build the quote (Quote & Approval)

Pick what you are quoting
What are you quoting? lists your work types. Pick the one the customer is buying — Equipment Repair, a maintenance plan, a treatment. The quote seeds from that type's quote template and prices. Changing it later replaces the draft's lines with the new type's template and re-reads that type's default terms. Once the quote is sent the type is locked.
Add lines
Add from catalog lists the work type's priced rows. Add product searches your Products. Add line item is a blank line, and Scan to add reads a product barcode. Each line takes a Line discount; the whole quote takes a Quote discount.
Tell the customer what they are getting
Notes to customer prints on the quote. Accept quote by stops the price being accepted months later. The terms line under the buttons names the terms document attached, or says the work type has none.
Preview
Preview saves the draft and opens the quote PDF as the customer will see it. It does not open the customer's page, so it never counts as the customer viewing the quote.
Send it, or save it for the office
When your rule lets the crew send, the buttons are Save draft, Approve on-site and Send for approval. When the rule holds this quote the only button is Save quote for office (Save for office on the phone), with a note saying why. The rule is re-checked as you change lines, so adding a line that takes the total over your amount flips the buttons at once.

Without the Estimate skill

A crew member without the skill sees "Quoting from a visit needs the Estimate work type on your account" (or, on an Estimate, "Ask the office to build and send it") instead of the builder. Fix it in step 2.

6. Get it approved

There are three ways, and they all follow the same approval path.

How	Who	What to do
The customer opens the link	Customer	Send for approval sends the customer the link by email or text, following your customer notification settings. The customer reviews the quote and terms, ticks the signature agreement under Sign, types their name in Type your full name to sign and clicks Accept quote. On aquatic sites a Your property step may come first; the customer can Skip for now.
The customer signs on the tech's device	Customer, on site	After the quote is sent, tap Customer signs on this device. The customer's signing page opens — a new tab on the web, a full-screen browser on the phone — and they sign there. Back in the visit the builder shows Customer approved this quote — signed by …. Nobody is emailed by opening it.
The office records it	Office	For a paper, mail, phone or in-person yes, open the quote and click Record Acceptance. Enter Customer's full legal name, the date they signed and How they accepted. On the visit, Approve on-site opens the same form.

Copy link (Share link on the phone) copies the customer's link so you can text it — useful when the customer has no email on file, which the builder points out.

7. What the office sees

Notifications. Field quote needs office review when a crew member saves a quote your rule holds, or checks out with that quote still a draft. Estimate visit finished with no quote when the crew checks out without building one. Both go to office staff with the Sales and Billing bundle and can be switched off per person under SettingsNotifications → Leads & Commercial.
Quotes list. Sales and BillingQuotes marks held drafts Needs office review, and Status → Needs Office Review narrows the list to them. The Source column reads Office, or Field · JOB-… for a quote built on a visit.
The quote. A From estimate visit card links the job and shows the crew, the scope answers and the site photos, so you can check the price against what was seen. Review it, then send it or record acceptance as in Send a Quote.
The job. The Estimate job shows a Quote card with the quote number, its status, Needs office review when held, and who signed. With no quote it reads No quote yet — the crew did not build one on this visit.

8. Quote from a pest inspection or service visit

Pest WDI Inspection, General Pest and Rodent Program visits have the same Quote & Approval step, so a tech who finds termites or ants can quote the treatment without booking a separate Estimate. What are you quoting? starts on the visit's own work type; pick the work you are selling instead. The tech still needs the Estimate skill and the Sales and Billing bundle, and the office-review rule from step 1 applies.

Pick the work type by what the customer is buying, because approval follows it:

The customer is buying	Quote it as	Approval creates
A one-time treatment — ants, a German roach cleanout, an interior flush, a call-out	Service Call	A job for the work
An ongoing plan	General Pest, Rodent Program, Mosquito or Termite	A service agreement
A larger one-off job such as exclusion	Special Project (off until you enable it under Work Types)	A job for the work

The one-time treatment rows (One-time ant treatment, Interior flush, German roach cleanout) are in the Service Call catalog for this reason. A company that already priced them under General Pest on the Pricing page keeps them there; move them to Service Call so an approval does not open an agreement.

Verify it worked

The Estimate job shows the Quote card, and the quote's status is Sent or Approved.
On an approved one-off quote, a new job exists for the work; on a contract work type, a contract.
For a held quote, the office got the notification and the quote appears under Status → Needs Office Review.

If something looks wrong

What you see	Why	What to do
"Quoting from a visit needs the Estimate work type on your account."	The person has no Estimate skill	Tick Estimate under their Work Types (step 2), then sign out and in
You can only build quotes for your own assigned Estimate.	The crew member is not on that job's crew	Assign them to the job
This quote needs office review before it can be sent to the customer.	The rule holds this quote	The office sends it from the quote
The buttons say Save quote for office on a small quote	The work type is ticked under The quote is for, or the rule is Always	Check Field crew quoting on the Estimate work type
A part is not in Add product	It is a chemical, inactive, or its inventory item is not Sellable to Customers	Mark the item sellable with a sell price
"No terms & conditions on this quote"	The work type has no default terms document	Add one under Templates, Terms & Billing

Frequently asked questions

My tech sees "Quoting from a visit needs the Estimate work type on your account." What do I change?

Open Settings → Team, edit that person, and tick Estimate under Work Types. They also need the Sales and Billing bundle on their role under Settings → Roles. Role and skill changes take effect after they sign out and back in.

Why does the button say Save quote for office instead of Send for approval?

Your office-review rule holds this quote — always, or because of its work type or its total. The tech saves the draft, the office is notified, and the office sends it. Change the rule under Settings → Work Types → Estimate → Field crew quoting.

Is the "over" amount before or after tax?

Before tax. It is the quote's net subtotal — the lines after line and quote discounts. A quote of exactly the amount does not need review; it has to be over.

Can the customer sign on the tech's phone or tablet?

Yes. Once the quote is sent, tap Customer signs on this device. The customer's own signing page opens; they tick the signature agreement, type their name under Type your full name to sign and tap Accept quote. It is the same e-signature as the emailed link.

The customer has no email address. How do they approve?

Use Customer signs on this device on the visit, or Copy link (Share link on the phone) and text it. The office can also record a phone or paper acceptance on the quote.

The quote's terms line says there are no terms. Is that a problem?

The quote goes out with no terms and conditions. The office adds a default terms document for that work type under Templates, Terms & Billing; quotes started after that pick it up. Switching the work type being quoted re-reads that type's default.

A one-time pest treatment turned into a service agreement. Why?

It was quoted as General Pest, and General Pest quotes create a service agreement on approval. Quote one-time work — ants, a roach cleanout, an interior flush — as a Service Call, which creates a job instead.

A part is missing from Add product. Why?

The Products list shows parts, equipment, fountain units and services, never chemicals. A product tied to an inventory item only appears once the item is marked Sellable to Customers with a sell price, because until then its price is your cost.