What Your Customers See.

When you send a quote, the customer gets an email with a secure link to view and accept it. The page shows your logo and company name, the quotation number, revision, issue date and the Valid Until date, followed by the line items. Lines can be grouped under headings with their own subtotals, so a long quote stays easy to follow. Below that come the subtotal, any discount, tax, the total and your terms and conditions.

To accept, the customer clicks Sign Quotation, enters their full name, draws their signature or uploads an image of it, and clicks I Accept. The wording above the button makes clear that signing accepts the quote and your terms. They see Quotation Accepted!, a confirmation is sent, and the quote shows as Signed in ExequtechOS. Opening the link again shows the signed quote with name, signature and date, ready to print.

If you sent options, say a repair and a replacement, the customer can accept the one they want. Expired and cancelled quotes can't be accepted: the page says so instead of showing the button.

When the work is done and the technician has completed the job, Send Job Card emails the customer a link to view and sign it. They see exactly what was done:

• the job description and completion date;
• each task, with its checklist results;
• the materials used, with quantity, unit price and total;
• the work performed, issues encountered and follow-up notes;
• the photos taken on site.

They click Sign Job Card, enter their name and sign, then give a star rating from 1 to 5, which is required, and any feedback they want to leave. The job moves to Signed, and the signed job card, with both the technician's and the customer's signatures, can be printed.

That gives you two things paper never did: proof that the customer accepted the work before you invoice, and an honest rating for every job while it is fresh.

Quotes, invoices, pro forma invoices, work completed quotations and job cards are all sent with Send from the document itself. Emails go through your own mail settings and from your own From Address, so your customer sees your business, not a software company, as the sender.

Some documents should always go to the same place, for example to someone inside your own business. Under Settings › Default Recipients you can set one fixed email address per document type: invoices, quotations, RFQs, purchase orders, work completed quotations and job cards. Once an address is set, every document of that type is sent to that address. Sending skips the email field and only asks you to confirm, so nobody has to type the address or can send it to the wrong place.

Every PDF uses your own document theme from the Themes app: quotations, invoices, job cards, purchase orders, RFQs, work completed quotations and account statements. Themes are versioned and can be test-rendered before you roll them out.

For customers on account, generate a Statement PDF from the Debtors tab for any date range, ready to pass on with their outstanding invoices.

The customer's rating and comments appear on the job card's Completion tab, next to both signatures, and can be included as a section in the job report PDF. When a customer calls about a job months later, the signed record of what was done and what they said about it is one click away.