What goes in the PDF, and what goes in the message?
The PDF holds the full record: business name and contact channel, customer label, reference, validity, service and unit count, itemised charges, total, scope and exclusions. Use the WhatsApp message for the service summary, total and next action. This keeps the chat readable while giving the customer the details needed to review your offer.
Prepare and download your PDF in iServices
- Open Business setup. Replace the example business name, add a contact channel and enter your approved rates, minimum charge and visit fee.
- Enter the customer's confirmed service requirements. Keep any requested appointment date subject to availability.
- Select Preview quotation. Review the line items, total, validity and scope. If you change the details, preview again before downloading.
- Select Download quotation PDF. Check the downloaded document before sending it.
- Use Open in WhatsApp to prepare the message. Attach the downloaded PDF yourself, check the recipient and press Send in WhatsApp.
The quotation calculator uses your rates; an AI subscription is not required to create the free PDF. The free workspace stores records in this browser. Member workspace records are saved to your account. See free and paid plan details.
A customer message that leaves room for the details
This fictional example uses a S$75 total for three units. It demonstrates wording, not market pricing. Replace the amount and business details with those in your reviewed quotation.
Hi [customer], attached is our quotation for general servicing of 3 aircon units in Tampines, totalling S$75. Please review the scope and exclusions in the PDF. If you would like to proceed, reply with your preferred date. We will confirm availability before booking. Thank you, [business name].
Avoid copying a different amount into the message. If you revise the price, download the new quotation and update the summary before sending. For more enquiry wording, use our WhatsApp reply templates.
Check these five things before you send
- Identity: your business name and a working contact channel appear in the document.
- Recipient: the chat and customer label belong to the intended customer.
- Amount: the message matches the PDF total and any requested deposit is explained.
- Scope: additional repairs, parts or access charges are clearly included or excluded.
- Timing: a requested date is not presented as a confirmed appointment.
When the customer asks for a change
Review the requested change against your approved prices. Revise the quotation, download the updated PDF and tell the customer which version replaces the earlier offer. Keep the original record if you need to compare the scope. Use the quotation follow-up guide to plan your next action.
Choose the right scope before quoting
A customer asking for an aircon service may mean routine servicing, a chemical wash or help with a fault. Confirm the request before choosing a service and price. Use your approved scope and rates, and leave unassessed repairs subject to a separate quotation.
| Customer request | Confirm before pricing | Make clear in the quote |
|---|---|---|
| General servicing | Unit count, unit type, location and access | Included servicing tasks and excluded repairs or parts |
| Chemical wash | The specific service required and your approved procedure | What the quoted service includes; avoid treating wash and overhaul as the same scope |
| Not cooling or leaking | Reported symptoms and whether assessment is needed | Any assessment fee and that repair costs need review and approval |
Use the itemised aircon quotation example to check your document structure. If the enquiry is incomplete, start with the aircon enquiry reply templates.
Make the customer’s next step easy
- Send the reviewed quotation: attach the PDF to a short WhatsApp summary with the matching total.
- Record the response: note whether the customer wants a change, needs time or requests an appointment.
- Propose an available slot: use the free appointment message builder after checking your schedule. Confirm the booking separately once the customer agrees.
- Follow up when appropriate: use the free quotation follow-up planner to prepare your next action.
For the whole process, open the quotation follow-up workflow. These tools prepare drafts; you review and send customer messages yourself.
Common questions
Does iServices send the PDF automatically?
No. WhatsApp opens a draft for you to review. You attach the PDF and send it yourself. A download does not confirm delivery or acceptance.
Can I send it without a customer's phone number?
You can download the PDF first. Leave the number blank when opening WhatsApp and choose the intended chat in the app. Always review the recipient before sending.
Does the quotation confirm a booking?
No. The customer can request a date, but your business confirms availability. Plus offers customer booking links; see the interactive booking example before subscribing.
Can I see the design before entering details?
Yes. The sample quotation shows a fictional customer example. Use your own details and rates for a real quote.