Send a Quote for the Building Manager to accept and convert it to a Job. Run larger work as a project, and keep count of the parts in each store and van.
A Quote is a price you offer a Building Manager before the work is agreed. It commits nothing until they accept it. Then you can turn it into a Job, an Invoice, or both.
A project holds larger work that runs over several visits and documents, such as a modernization, an installation or a major repair. It keeps these in one place:
Inventory is the list of spare parts your company works with, and how many of each you hold in each warehouse. Inventory is in the Pro package.
Add a part from Inventory, a standard billing item, or a line typed by hand.
Sending a Quote numbers it and signs the PDF with your signature. A Building Manager on the app accepts it with their own signature.
To change a sent Quote, select Revise. The old one is marked Superseded once the revision is sent.
Convert an accepted Quote to a Job with the quoted parts listed and a Technician or Team already scheduled.
Supplier quote, Building manager quote, Procurement, Work, Invoice and Closed, in the same order on every project.
Download a project’s documents at any time. Once it is closed, email the Building Manager one PDF or a zip.
Each part has a photo, a family, a brand and prices. A warehouse can be a store, a depot or a service van.
Record each Deposit, Withdraw or Transfer, and LiftAuth works out the stock on hand.
Add the lines, the terms and a Valid until date, then select Send quotation. If the Building Manager has accepted your sharing request and uses the building manager app, the Quote appears there straight away. They can accept it with their signature or decline it.
Sending does not email the Quote. For a Building Manager who is not on the app, email it as a separate step and record their answer yourself.
Convert to repair job creates one Job from the Quote. Name one Technician or one Team and a time window, and the Job arrives Scheduled.
Each part line on the Quote becomes a row in the Job’s Parts required list. When the Job is closed, LiftAuth drafts the Invoice from the Quote.
Use a project when one Job is not enough to hold the work. Every project has the same six stages, in the same order. Supplier quote and Procurement, where the Purchase order to your supplier goes, are internal.
Raise the Quote, the Jobs and the Invoice from their stages, or attach your own documents. A stage is settled when someone selects Mark complete or Skip, and the people assigned to the next stage get an Inbox item and an email.
Add your warehouses, then your parts with their opening stock. Record a Deposit, Withdraw or Transfer each time stock arrives, is used or is moved, and LiftAuth updates the counts.
The Parts required list on a Job is a reminder. Your stock changes when someone records a Withdraw, with the Job reference in the note.
In the technician app, a Technician can search the parts catalog, see the stock in each warehouse and record a movement. They can also photograph a part to find the closest matches. Inventory on the phone needs a signal.
| Capability | LiftAuth | Spreadsheets and email |
|---|---|---|
| Quote acceptance | Signed in the building manager app, or recorded by your office | A reply in an email thread |
| Quote to Job | One step, with the parts listed | Retyped into the schedule |
| Invoice from the Quote | Drafted when the Job is closed | Written separately |
| Project paperwork | One page per project, in six stages | Shared folders |
| Stock per location | Per warehouse, from recorded movements | Updated by hand |
No. A Purchase order is not part of Inventory. It is the Procurement stage on a project, where you attach the order you place with your supplier. When the stock arrives, record it in Inventory as a Deposit.
No. A Building Manager who has accepted your sharing request sees it in the building manager app straight away. Otherwise, email it as a separate step.
No. The Parts required list on the Job is a reminder. Record a Withdraw from the warehouse the part came from, and put the Job reference in the note.
The Quote shows a Validity lapsed badge and can no longer be accepted. Select Revise to issue a new revision at a current price.
No. Projects are for Owners and Admins only. Technicians can see and move stock in Inventory, on the dashboard and in the technician app.
To talk to us, email hello@liftauth.com or fill in the form here.
We’ll reply to you soon.