QUOTATION
Full quote pipeline from draft to cryptographically-signed client acceptance — with zero-latency work order trigger on signature.
The Quotation module manages the complete revenue generation cycle: building a quote, delivering it to the client, collecting a legally-valid electronic signature, and automatically initiating the operational workflow the moment the client accepts. Sales, Administrators, and Dispatchers can create and manage quotes. Clients interact through a secure external link — no account required.
Quote Pipeline (Kanban)
Quotes progress through a structured Kanban pipeline. Each stage transition is timestamped and logged. The pipeline is visible to all authorized roles simultaneously.
Quote is being built — not yet visible to the client. Line items, labour, parts, and taxes are assembled.
Quote is pending internal approval before sending. Administrator can approve or request revisions.
Quote email delivered to client with a time-limited secure approval link. Opening tracked.
Client has opened the quote. Read timestamp recorded. Follow-up reminder triggered if no action after configured delay.
Client has signed. Signature sealed with PKCS#7. Work order and parts routing created automatically.
Client has declined. Reason captured (optional). Quote archived — can be cloned and revised.
Quote validity window passed with no client action. Archived automatically.
Quote Builder
The quote builder is a structured line-item editor. It pulls from the machine repository for asset references, the parts inventory for component pricing, and the employee roster for labour rates.
Parts, labour hours, travel, and custom line items with quantity and unit price
QST + GST applied automatically per Quebec tax rules, configurable per client type
Configurable quote expiry (default 30 days). Client reminded at 7 days remaining.
Quote PDF carries your company logo, accent color, and contact information
Quote is linked to the specific asset(s) in scope — appears in that machine's service history
Line-item parts can be soft-reserved from inventory pending quote acceptance
Electronic Signature & Acceptance
When a client clicks the approval link, they are taken to a branded, mobile-optimized signing page. The page renders the full quote and presents a signature pad. Once the client draws their signature and confirms, the following happens as a single atomic transaction:
- ▸Signature bitmap sealed with PKCS#7 cryptographic envelope
- ▸Acceptance timestamp locked to millisecond precision
- ▸Client IP address, device fingerprint, and geolocation recorded
- ▸Signed PDF generated and stored in the secure document vault
- ▸Quote status updated to ACCEPTED — cannot be rolled back
- ▸Work order created automatically and dispatched to the queue
- ▸Reserved parts converted to allocated inventory
- ▸Client and internal team notified by email simultaneously
Automated Email Delivery
When a quote is sent, OPS Companion generates a branded HTML email containing the quote summary and a time-limited approval link. The link is cryptographically signed — it cannot be forged or extended.
Client's preferred language (FR or EN)Configurable — default 30 daysHMAC-SHA256 — server-verified on clickPixel + link-click — recorded as VIEWED stageAuto-sent 7 days before expiry if no actionBounce detection — Admin alerted if undeliverable