Repair Quotes
Create and manage repair quotes for warranty and out-of-warranty repairs.
For items that require repair rather than replacement, ReturnMate's quoting module helps you create professional repair quotes and manage customer approvals.
When to Use Repair Quotes
Repair quotes are appropriate for:
- Out-of-warranty repairs - Customer pays for service
- Accidental damage - Not covered under warranty
- Upgrade services - Optional enhancements
- Partial warranty coverage - Customer pays remainder
Creating a Repair Quote
Access Quote Builder
From the warranty/repair case, click Create Repair Quote.
Add Line Items
Add components of the repair:
- Labour hours
- Parts required
- Additional services
Set Pricing
Configure pricing for each item:
- Standard rates
- Custom pricing
- Discounts if applicable
Add Notes
Include relevant information:
- Diagnosis summary
- Repair timeline
- Warranty on repair
Send to Customer
Preview and send the quote:
- Email with quote details
- Link to approve/decline
- Payment options
Quote Components
Labour
Configure labour rates:
| Labour Type | Default Rate |
|---|---|
| Standard Repair | $50/hour |
| Complex Repair | $75/hour |
| Rush Service | $100/hour |
| Diagnostic Only | $25 flat |
Parts
Add parts to the quote:
- Part name and description
- Part cost (markup configurable)
- Quantity needed
- Availability status
Additional Fees
Include other charges:
- Shipping/handling
- Expedited processing
- Disposal fees
- Insurance/warranty add-on
Quote Status Workflow
Draft → Sent → Customer Response
↓
Approved → Payment → Repair Begins
↓
Declined → Case Closed/Returned
↓
Expired → Follow-up or Close
Quote Statuses
| Status | Description |
|---|---|
| Draft | Being prepared |
| Sent | Waiting for customer |
| Viewed | Customer opened email |
| Approved | Customer accepted |
| Declined | Customer rejected |
| Expired | Validity period ended |
| Paid | Payment received |
| Completed | Repair finished |
Customer Approval Flow
What Customers See
Customers receive:
- Email with quote summary
- Link to view full details
- Line item breakdown
- Accept/Decline buttons
- Payment options (if accepting)
Approval Options
Customers can:
- Approve & Pay - Proceed with repair
- Decline - Reject the quote
- Request Changes - Ask for modifications
- Ask Questions - Reply with concerns
Quote Templates
Creating Templates
Save common repairs as templates:
- Go to Settings → Repairs → Quote Templates
- Click Create Template
- Configure standard items and pricing
- Name and save template
Template Examples
Screen Replacement:
- Labour: 1 hour @ $50
- Screen Part: $150
- Total: $200
Battery Replacement:
- Labour: 0.5 hours @ $50
- Battery: $40
- Total: $65
Using Templates
- Open case and click Create Quote
- Select template from dropdown
- Adjust as needed for specific case
- Send to customer
Pricing Configuration
Standard Pricing
Configure default pricing:
- Go to Settings → Repairs → Pricing
- Set labour rates by type
- Configure part markup percentage
- Define minimum charges
Markup Settings
Configure parts markup:
| Setting | Example |
|---|---|
| Default Markup | 40% |
| Minimum Markup | $5 |
| Maximum Markup | None |
| Override per Part | Yes |
Discount Options
Apply discounts to quotes:
- Percentage discount
- Fixed amount off
- Free labour/parts
- Promotional codes
Payment Processing
Payment Methods
Accept payments through:
- Stripe (cards, Apple/Google Pay)
- PayPal
- Bank transfer
- Invoice (for business customers)
Payment Timing
- Upfront - Full payment before repair
- Deposit - Partial upfront, balance on completion
- On Completion - Pay when repair finished
Payment integration requires configuration in Settings → Payments. Contact support for setup assistance.
Quote Expiry
Validity Period
Set quote expiry:
- Default: 14 days
- Configurable per quote
- Customer notified before expiry
Expiry Actions
When quotes expire:
- Automatic status update
- Optional reminder email
- Can extend if requested
Quote Analytics
Track quote performance:
| Metric | Purpose |
|---|---|
| Quote Volume | Number of quotes sent |
| Acceptance Rate | % approved |
| Average Value | Typical quote amount |
| Time to Accept | Days from sent to approved |
| Conversion Value | Total revenue from repairs |
Best Practices
- Itemize all costs clearly
- Include diagnostic findings
- Specify repair warranty
- Set reasonable validity periods
- Follow up on pending quotes
- Keep templates updated