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What are quotes?

In Probase, “quotes” is a general term for creating either Quotes or Assessments for customers. The system provides a guided multi-step wizard that helps you create the right type of work based on your situation. Two types of quotes:
  • Quotes - Formal quotes with pricing that you send to customers for review and approval before starting work
  • Assessments - On-site evaluation appointments where you visit the property first to evaluate needs, then create a quote afterward

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When to use each type

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Create a Quote when:

  • You can quote the work without visiting the property first
  • The customer knows exactly what they want and you know the scope
  • You’re providing a standard service with known pricing
  • You want to send a formal quote for customer approval before starting

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Create an Assessment when:

  • You need to visit the property before providing accurate pricing
  • The scope of work is uncertain and needs on-site evaluation
  • It’s a complex or custom project requiring inspection
  • New customer inquiries where you need to see the property first
If work is already confirmed and doesn’t need a quote or assessment, create a Job directly instead. See Creating jobs.

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How to create a quote

Click New Quote from the Quick Actions menu (the bottom-right floating button) or from the sidebar to open the wizard. It then guides you through a simple 4-step process. The wizard remembers your progress, so you can navigate back and forth between steps. If you start from a customer’s Schedule button (see Skip steps when you start from a customer below), the customer — and property, if you started from a property — are pre-filled and those steps are skipped.
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Step 1: Choose what to create

Choose whether you need to visit the property first or can price the work right away:
  • Schedule an Assessment - You need to visit the property before you can provide accurate pricing
  • Create a Quote - You can price this work now and send a quote to the customer immediately Intent step
This step also shows which customer and property you’ve already selected (if coming from a customer/property page).Intent with customer and property params
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Step 2: Select or create customer

Choose an existing customer or create a new one (skip this step if you came from a customer page).The customer step shows your full customer list in alphabetical order. The header is sticky as you scroll, so the Back button, New customer button, and search bar stay reachable.Customer stepTo select an existing customer:
  1. Scroll through the All Customers list — more customers load automatically as you reach the bottom
  2. Or type into the search box to filter by name, email, phone, or address
  3. Tap the customer to select them
To create a new customer:
  1. Tap New customer in the top-right of the header
  2. Fill in their information:
    • First Name (required)
    • Last Name (required)
    • Email (optional)
    • Phone (optional)
  3. Click Save New customer form New customer filled
The wizard automatically moves to the next step after you select or create a customer.Property step after selecting customer
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Step 3: Select or create property

Choose which property address the work is for, or create a new one (skip this step if you came from a property page).Property stepTo select an existing property:
  • Click on any of the customer’s properties shown in the list
To create a new property:
  1. Click New Property
  2. Fill in the address:
    • Address Line 1 (required) — Start typing and address suggestions will appear. Select one to auto-fill the city, state, and postcode fields automatically.
    • Address Line 2 (optional) — Apartment, suite, or unit number
    • City, State, Postcode — Filled in automatically when you select an address suggestion, or enter manually
  3. Click Save New property form New property filled
The property address is automatically geocoded for accurate mapping and route optimization.
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Step 4: Enter details

The final step depends on whether you’re creating a Quote or Assessment.For Quotes: Fill in the quote details including pricing and service information. See Creating quotes below.For Assessments: The form auto-fills the assessment name based on the property address (e.g., “Assessment for 123 Main St”). You can customize the name if needed. See Creating assessments below.

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Creating quotes

When you select “Quote” in Step 1, the final step shows a quote creation form. Quote details

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Start from a saved service (optional)

If you’ve built a service catalog, the form starts with a Service Offering dropdown. Pick a saved service and Probase fills in the name, description, price, billing type and interval, and service frequency for you — so most quotes are one selection plus a tweak. When your catalog spans more than one trade, the dropdown groups the options under industry headers to make them easier to find. Leave it on Custom (enter details below) to type the quote from scratch instead.

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Choose the industry (optional)

If your business works in more than one industry, an Industry field appears so you can tag which trade the quote is for. Picking a saved service above fills this in automatically from that service; you can still change it. Businesses that work in a single trade won’t see this field — Probase fills it in behind the scenes. See Industries (trades) for what tagging a quote’s trade unlocks.

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Fill in quote details

Service Information:
  • Name (required) - What service you’re providing (e.g., “Weekly Pool Cleaning”)
  • Description (optional) - Details about what’s included in the service
Pricing:
  • Price (required) - Amount customer pays per service or per billing period
  • Tax Rate (required) - Tax percentage (e.g., 8.25 for 8.25% tax)
Billing Configuration:
  • Billing Type - Per Service or Subscription
    • Per Service - Customer billed each time work is completed
    • Subscription - Customer billed on recurring schedule regardless of visits
  • Billing Interval (subscription only) - Weekly, Monthly, or Annual
For subscription services, Probase automatically uses the day the quote is accepted (the day the service is created) as the recurring billing day — there’s no separate input to fill in. A monthly subscription accepted on the 7th charges on the 7th of each month; weekly subscriptions repeat on that weekday; annual subscriptions repeat on the same day of the year. Service Frequency: How often the work is performed
  • One-time (0 days)
  • Weekly (7 days)
  • Bi-weekly (14 days)
  • Monthly (28 days)
Optional:
  • Valid Until - Quote expiration date
  • Notes - Any extra context to include on the quote
Quote form filled

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Submit the quote

After filling in the details, click Create Quote. Quote created The quote is created in “Draft” status and you’re taken to the quote detail page where you can review, edit, and send it to the customer. See Managing quotes for details on reviewing, sending, accepting, and declining quotes.

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Creating assessments

When you select “Assessment” in Step 1, the final step shows a simpler assessment creation form. Assessment details The assessment name is automatically filled using the property address (e.g., “Assessment for 123 Main St”). You can customize this name if needed. Assessment prefilled The assessment form also asks you to pick a date, time, and Crew for the on-site visit. The crew picker only appears when your team has more than one crew — with a single crew, the visit is assigned to it automatically. Probase pre-selects your most recently used crew so the common case is one tap. Crew picker on the assessment details step Crew picker with one option selected

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Submit the assessment

Click Create Assessment to create:
  1. An Assessment service with “Draft” status
  2. An appointment for the on-site visit, scheduled for the date and time you entered on the form
Assessment created You’re redirected to the customer’s property page where you can see the newly created assessment service.
The assessment visit is always scheduled when you create the assessment — the date, time, and crew are part of the assessment form, so there’s no separate scheduling step.

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Complete the assessment

After visiting the property and evaluating the work needed:
  1. Open the scheduled assessment appointment
  2. Click Complete Assessment
  3. A single-screen form opens where you can:
    • Enter your assessment notes about what you observed
    • Click AI Assist to automatically generate quote line items, a quote name, and a customer-facing summary from your notes
    • Add or edit line items manually (name, type, price, duration/quantity, recurring)
    • Enter a Name for the quote (required) — this becomes the title of the resulting job once the customer accepts the quote
    • Upload photos of the property
  4. Click Complete & Draft Quote to finish — the assessment is marked complete and a quote is created automatically
After completing, you can access the quote at any time directly from the assessment service page — a View Quote button appears in the header once a quote exists. See Completing jobs for detailed instructions on the completion workflow.

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Skip steps when you start from a customer

The fastest way to quote a specific customer is to start from their page, which carries their details into the wizard for you: From a customer page: Open the customer and tap the Schedule button. On the “What would you like to do?” screen, choose Visit the Property First — this opens the quote wizard with the customer already pre-filled, so you skip straight to property selection. On the wizard’s first step, pick Create a Quote or Schedule an Assessment. From a property page: Start the same Schedule → Visit the Property First flow from a property and both the customer and property are pre-filled, taking you directly to the details form. Starting New Quote from the Quick Actions menu (FAB) or the sidebar instead opens a blank wizard where you pick the customer and property yourself.

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After creating a quote

For Quotes:
  1. Review the quote details on the quote detail page
  2. Send it to the customer for approval
  3. Accept or decline based on customer response
  4. When accepted, a Job service is automatically created with the first appointment scheduled
For Assessments:
  1. Visit the property on the scheduled date and evaluate the work needed
  2. Complete the appointment — a single-screen form lets you document findings, use AI Assist to draft quote line items, and click Complete & Draft Quote
  3. Access the quote from the assessment service page using the View Quote button in the header
  4. Review and send the quote to the customer
  5. When accepted, a Job service is automatically created
Once a quote exists for an assessment service, a View Quote button appears at the top of the service detail page so you can navigate directly to it at any time. Assessment service page with View Quote button If no quote has been created yet, a Create Quote button appears instead, letting you start the quote wizard directly from the service page. Assessment service page with Create Quote button

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Best practices

Use assessments for uncertainty - If you can’t accurately quote without seeing the property, create an assessment first. This ensures you can provide accurate pricing based on what you observe. Quotes for known work - If you know the scope and pricing (e.g., standard services), skip the assessment and create a quote directly to speed up the sales process. Set valid until dates - Add expiration dates to quotes to create urgency for customer decisions and protect yourself from pricing changes. Include detailed descriptions - Help customers understand exactly what’s included in your quote. The more specific you are, the fewer questions they’ll have. Use the Quick Actions menu - Access quote creation from anywhere in the app using the floating action button (FAB) in the bottom-right corner.

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Next steps