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Use a quotation when work cannot proceed without cost approval. This typically applies when additional work is identified, a variation is required outside the original scope, or pricing must be approved before work continues.
Creating quotations directly from a Job ensures pricing, approvals, and delivery remain linked and traceable throughout the workflow.
Stage 1: Access quotations for a Job
What you are doing
You are accessing the quotation area within a Job.
Why this matters
Quotations and Jobs are separate entities in Arez. This guide focuses on creating and managing a quotation from within a Job, so it is important to understand where quotations linked to that Job are accessed.
Working from the Job ensures the quotation is clearly associated with the correct Job, site, and client for this workflow.
What happens next
You will create a quotation that is linked to the Job and proceed through pricing and approval.
To access quotations for a Job, open the relevant Job and navigate to the Quotes & PO tab.
This tab displays all quotations currently linked to the Job. If no quotations exist yet, the list will be empty.
The Quotes & PO tab is the place to view, create, and manage quotations associated with that Job.
Stage 2: Create a new quotation
What you are doing
You are starting a new quotation that inherits the Job context.
Why this matters
This ensures the quotation is linked to the correct client, site, and Job, which reduces errors and rework.
What happens next
A new quotation form opens, ready for review and pricing.
Create a quotation using the Create Quote option in the Quotes & PO tab.
Stage 3: Review and complete quotation details
What you are doing
You are confirming the quotation details before adding pricing.
Why this matters
These details define what the client is approving. Errors here can lead to approval delays or disputes.
What happens next
Once details are confirmed, you move to the pricing stage.
Review the quotation details, including:
Quotation title and description
Client and site information
Service category and service type
Expiry date
Ensure the description clearly explains the work being quoted.
Stage 4: Add pricing to the quotation
What you are doing
You are defining the cost of the work being quoted.
Why this matters
Clear and itemised pricing reduces questions, speeds up approval, and protects margin.
What happens next
The pricing will be reviewed by the client during approval and later used for invoicing.
Add pricing line items such as labour, materials, or additional charges. Use clear descriptions that match the quotation scope and avoid vague terms.
You can add pricing in two ways:
Manually: by entering line items directly.
Using AI pricing: which can help generate pricing based on the quotation details and scope.
Always review and adjust any AI-generated pricing before sending the quotation. You are responsible for ensuring prices, descriptions, and scope are correct.
Stage 5: Add notes and supporting information
What you are doing
You are providing context to support quotation approval.
Why this matters
Supporting notes and evidence reduce follow-up questions and rejected quotations.
What happens next
The client reviews the quotation with full context.
Add notes to explain the scope and exclusions. Attach photos, engineer notes, or supporting documents where relevant.
Stage 6: Send the quotation for approval
What you are doing
You are sharing the quotation with the client so they can review and approve it.
Why this matters
Approval confirms that the client accepts the scope and pricing before work proceeds.
What happens next
Once sent, the quotation can be reviewed by the client, and its status will be updated based on their response.
You can send the quotation for approval in two ways:
Option 1: Share the quotation link
Click the Share option on the quotation.
Copy the quotation URL.
Share the link directly with the client using your preferred communication method.
This option is useful if you are sharing the quotation via messaging tools or external email.
Option 2: Send the quotation by email
Click the Share button on the quotation.
A new modal window opens.
Enter the email address of the recipient.
Click Send Mail.
The client will receive an email with access to the quotation for review.
Summary
Using quotations correctly helps protect margins, reduce disputes, and keep Jobs clean and auditable. Creating quotations from within a Job ensures approvals, delivery, and invoicing remain aligned throughout the process.