KaryaFlowThe customer sees a price, but not what it covers
WITH KARYAFLOW
List parts and labour separately so the customer can understand the estimate before agreeing to the work.
FROM THE ESTIMATE TO THE JOB
Quotation software for service businesses
KaryaFlow’s quotation software brings parts and labour into one clear estimate. Share the PDF, then turn the approved quotation into a service job.
- Itemised parts and labour
- Quotation PDFs for customer review
- Approved quotations converted into jobs
CLEAR BEFORE WORK STARTS
Make the estimate easier to understand and act on
The customer needs to know what the price covers. Your team needs to know what to do once that price is agreed.
The estimate is difficult to share clearly
WITH KARYAFLOW
Share a quotation PDF that the customer can read and discuss with your office.
The quotation is approved. The job still needs setting up
WITH KARYAFLOW
Convert the approved quotation into a job, then assign the technician and prepare the visit.
A SIMPLE HANDOVER
How does KaryaFlow quotation software work?
Prepare the estimate, let the customer review it and give the approved work a job record.
- 01
Prepare the customer estimate
Start with the requested work. Add the parts and labour as individual lines so the customer can see what the price covers.
Parts + labour - 02
Share the quotation PDF
Send the PDF for the customer to review. Resolve questions about the scope and price before proceeding with the agreed work.
Customer review - 03
Turn approval into a job
Convert the approved quotation into a job in KaryaFlow. Assign the visit and give your technician the instructions needed to carry it out.
Job handover
01 / A CLEAR CUSTOMER ESTIMATE
Show what the customer is paying for
A single repair price can leave questions unanswered. Does it include the replacement part? How many units will the technician fit? Is the labour included?
Use separate parts and labour lines in KaryaFlow. This example includes one replacement pump, two connector kits and fitting work: ₹2,700 in parts plus ₹800 in labour. The customer can see how the ₹3,500 subtotal comes together before tax.
Follow the parts from issue to job usageWater-pump repairQT-1042
Replacement pump1 × ₹2,400 · Part₹2,400
Connector kit2 × ₹150 · Part₹300
Fitting & testing1 × ₹800 · Labour₹800
Parts₹2,700
Labour₹800
Subtotal before tax₹3,500
02 / FROM APPROVAL TO THE VISIT
Give the agreed work a job record
Once the customer approves, convert the quotation into a job. Your office can then assign the technician, schedule the visit and prepare the job instructions.
During the visit, the technician follows the job checklist, records work and parts used, and prepares a completion sheet. The office can handle billing and collection separately, including when the technician does not collect payment.
Explore work order managementQuotation approvedQT-1042 · ₹3,500 before tax
Service jobExample
Sample OfficeWater-pump repair
Replace the pump, fit two connector kits and test the installation.
Next office actionAssign the technician & schedule the visit
BUILT AROUND SERVICE WORK
Quotations for installation, repair and AMC teams
The details change with the work. The customer still needs a clear scope and an agreed price.
Installation work
Separate equipment, materials and installation labour. For a CCTV project, discuss camera quantities, cabling and the planned work before scheduling the team.
See the CCTV installation workflowRepairs and replacements
Explain the replacement parts and service labour before work starts. After approval, give the repair a job record your office and technician can follow.
See the technician job-card workflowAnnual maintenance work
Agree the equipment covered, planned visits and breakdown scope when quoting an AMC. Then set up the contract and service schedule for that agreement.
Explore AMC managementWHAT HAPPENS NEXT
Connect quotations, service jobs and invoicing
Prepare the visit from the agreed quotation. Use the completed job and parts records to review what to invoice, then track the payment separately.
BEFORE YOU CHOOSE
Questions about KaryaFlow quotation software
A few practical details about estimates, job conversion and the next steps.
What is quotation software for a service business?
Quotation software helps a service business prepare an estimate of the work and its price before the customer agrees. KaryaFlow lets your office create itemised parts-and-labour estimates, share a PDF and turn an approved quotation into a job.
Can I include both spare parts and labour in a quotation?
Yes. KaryaFlow’s customer quotation module supports itemised estimates for parts and labour. Separate the equipment or replacement parts from service charges so the customer can see what the proposed work includes.
Can I share a quotation as a PDF?
Yes. You can share a customer quotation as a PDF from KaryaFlow. The customer can review the estimate, and your office can resolve any questions about the scope and price before work starts.
What happens after the customer approves the quotation?
You can convert the approved quotation into a job in KaryaFlow. The office then assigns and schedules the work, while the technician uses the job record for the visit. Approval does not mean that the job is complete or payment has been received.
How do quotation software and invoicing software work together?
Quotation software records the proposed work and price; invoicing software bills the customer. In KaryaFlow, you can convert an approved quotation into a job. The technician records the work, parts used and completion details, and the office reviews these alongside the agreed charges for invoicing. Confirm any changes with the customer before billing. Quotation approval, job completion and invoice payment remain separate stages.
Can the office handle payment while the technician completes the job?
Yes. The office can manage the commercial discussion, billing and collection while the technician records the visit and prepares the completion sheet. The technician does not have to collect payment on every visit.
How much does KaryaFlow cost?
KaryaFlow starts at ₹99 per active user per month, with a minimum of 2 users (₹198 per month before GST). Ten users cost ₹990 per month. See the pricing page for team discounts, billing terms and included features.
See pricing detailsSEE THE FULL HANDOVER
See your estimate become a service job
Walk through parts, labour, PDF sharing and job conversion in a KaryaFlow demo.
₹99 per active user/month · Minimum 2 users · GST extra