Create and send professional quotes in minutes — signed online

Pull prices from your article catalogue automatically, send a polished PDF, and let customers view and sign it online — no Excel, no errors.

With Quotations in OutSmart you create a professional quotation in just a few clicks. All data from your article catalogue and hour types are filled in automatically, allowing you to create quotations quickly and without errors. Customers receive the quotation as a PDF and can view and sign it online.

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Invoicing
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Free Cost Calculator in Excel

Know within 2 minutes whether a quote is profitable. Download the free cost calculator and work out your margin upfront — before the quote goes out.

OutSmart Quotes is quoting software for field service companies that lets you generate professional, itemised quotes from any device — including directly from a work order or inspection report. Clients receive a digital quote, sign online, and approved quotes convert to jobs automatically without manual re-entry.

How it works

From request to approval in 3 steps

No Excel, no printing, no calling to ask if the customer 'has had a chance to look at it'.

Step 1

Create the quote in minutes

Choose items from your catalogue, add hour types and set variants. OutSmart fills in prices automatically.

  • Item catalogue with fixed prices
  • Multiple variants in one quote
  • Professional branding automatically applied
Step 2

Send, follow up & sign

The client receives the quote online. You see immediately when they opened it and which items they looked at.

  • Real-time notification on opening
  • Automatic or manual reminder
  • Digital signing — no printing needed
Step 3

One click to execution

Approved? The quote becomes a work order instantly. Materials and hours are included automatically.

  • Create work order directly
  • Link to planning & billing
  • 50+ accounting integrations
New · Beta

From quote to project without double entry

Link, create and sync projects directly from your quotes. Finance, sales and execution work on the same object — you only enter scope and phases once.

1

Create a project from the quote

Instantly create a new project, generate a draft project based on the quote, or link an existing project. Want to change the link later? Simply unlink it.

2

Schema settings control the link

In your quote schema you configure how the link works: automatic draft projects, sync on save, and whether sections carry over on conversion.

3

The project side shows the quote context

On the project side you immediately see which quote it belongs to. Pipeline context, status and phases stay consistent between sales and execution.

What this delivers for field service companies

  • ✓ No double entry between sales and execution — quote data flows directly through to the project
  • ✓ Finance, sales and project teams share the same object — scope and phases don't need retyping
  • ✓ Status and phases stay synced — from quote approval to project delivery in one continuous flow
New · Beta

Quote photos: visual context right on your proposal

Add images to any quote — products, site photos or scope details. Fewer misunderstandings, a stronger proposal, sales and execution on the same page.

  • ✓
    Arrange images, add titles and view them in a gallery — directly on the quote screen
  • ✓
    Photos are included in the PDF output via configurable quote layouts
  • ✓
    A schema setting determines whether images carry over on conversion to a work order
📷

On the quote screen

Upload, arrange and view photos in a gallery without leaving the quote.

📄

In the PDF

Configure layouts to include images in generated PDFs with merge fields.

⚙

On conversion

Set in the schema whether photos automatically carry over to the work order.

New · Beta

Quote and invoice sections: structured documents per phase

Split a quote or invoice into separate blocks with their own heading. No more long list — instead, a document that reflects phases, locations or work packages.

What it delivers

  • ✓ Large quotes and invoices become more readable — for the customer and for you
  • ✓ Present scope per phase or work package with subtotals per group
  • ✓ The customer sees the exact same section structure you built
  • ✓ Structure stays intact from quote to invoice — via schema settings
Comparison

OutSmart vs. Word & Excel for quoting

Feature Word / Excel OutSmart
Create a quote ✗ Manually copy and edit each time ✓ Customer data filled in automatically
Professional branding ✗ Format yourself, every time again ✓ Your own layout set up once
Send the quote ✗ Export PDF, open email, attach ✓ Send with one click from OutSmart
Track status ✗ Not visible — guessing whether the client has read it ✓ Real-time: Sent, Opened, Approved
Follow-up reminder ✗ Remember yourself, create separate calendar item ✓ Automatic reminder configurable
Digital signing ✗ Not possible, printing required ✓ Client signs on phone or laptop
Quote to work order ✗ Manually re-enter in another system ✓ One click — everything transfers automatically
Integration with billing ✗ No connection ✓ Send directly to accounting
Multiple variants in one quote ✗ Separate files, confusing for client ✓ Variants in one clear quote

Suitable for every field service industry

OutSmart quotes work for every field service organisation that wants to quote professionally:

Installation & Service

Quote installations, maintenance and breakdowns — with a fixed item catalogue and automatic VAT per job type.

Security

Send security quotes with multiple variants — client chooses and signs digitally, approved immediately.

Construction & Maintenance

Quotes per project or location, with material costs and hour types — clear and approved quickly.

Lifts & Doors

Inspection and maintenance quotes with fixed price agreements per object — client approves, work order created.

Electrical

Multiple technicians on one job, hours per person, inspection report with photos.

HVAC & Refrigeration

Refrigeration and climate installations — quote quickly with fixed items and send an automatic reminder.

Quote follow-up

Always in view — which quotes are still open?

How many quotes have you sent in the last 30 days? Which are accepted, which are still waiting for a response, and which are past their validity? In OutSmart you see it instantly — no digging through your inbox.
Draft
Not sent
Sent
Awaiting response
Viewed
Customer opened it
Accepted
Straight to work order
Expired
Validity passed

📋 One click to work order

Does a customer accept the quote? OutSmart automatically converts the quote into a work order — customer data, description and items are already filled in. Nothing to retype.

⏰ Automatic reminders

Set per quote how many days until a reminder appears if the customer hasn't responded yet. No open quote falls through the cracks.

📊 Conversion per employee

The report shows how many quotes were sent and accepted per salesperson or period. Useful for spotting where the biggest gains are in your follow-up process.

Ready to see quote follow-up in action?

Try free for 14 days
32%
Faster sales cycle OutSmart customers close quotes an average of 32% faster — because they know exactly when to call and the client can sign digitally right away.

What customers say

Field service companies on their experience with OutSmart.

Dyzle

"Switching to digital work orders went smoothly. We now work with much more overview, speed and certainty."

Niels Luijten
Dyzle
Oostendorp

"OutSmart gives us a clear system for projects, service and maintenance. Planning has become much simpler."

Kimberley
Oostendorp Nederland
VKS Schiedam

"OutSmart has greatly improved our work processes. Thanks to the AFAS integration, post-calculation and invoicing are perfectly organised."

Tom Groot
VKS Schiedam
AaproTect

"With OutSmart we work fully digitally: technicians see their assignments immediately and we act faster on urgent calls."

Martijn Kooijman
AaproTect
3232784

Work orders per year

5172

Customers trust OutSmart

14
+

Years of experience

Frequently asked questions about OutSmart Quotes

Field service quoting software helps businesses generate and send professional quotes digitally, track client responses, and convert accepted quotes into work orders automatically. OutSmart Quotes eliminates manual re-entry: all quote data flows directly into the work order and invoice without duplication.

Yes. OutSmart lets you build a quote directly from a work order or site inspection report, pre-filling hours, materials, and observed costs. This is especially useful for follow-up repairs identified during scheduled maintenance.

Clients receive a link by email and sign digitally on any device — smartphone, tablet, or desktop. No printing, scanning, or fax required. The signed PDF is stored automatically in the client file.

Yes. OutSmart Quotes supports custom labour rates, material costs, fixed fees, mileage surcharges, and percentage discounts. Your standard rate card can be saved and applied automatically across new quotes.

An accepted quote automatically generates a work order and notifies the relevant technician on their mobile app. The job appears on the planning board ready to schedule — no double entry needed.

Yes. The quote dashboard shows all pending, accepted, and declined quotes with their value and age. Your team can follow up on open quotes proactively before they expire or go cold.

Yes. OutSmart integrates with Exact Online, AFAS, SnelStart, and Moneybird. Invoice data from accepted quotes syncs automatically to your accounting system — no CSV exports or manual reconciliation.

Yes. With the project-quote integration you create a new project directly from any quote, generate a draft project based on the quote content, or link an existing project. Scope and phases don't need re-entering — the quote data flows through automatically, and status stays synced between sales and execution. The feature is available as a beta for accounts with quotes and project management enabled.

Yes. With the quote photos beta you add images to any quote — product photos, site shots or scope details. You arrange them, give them a title and view them in a gallery. Images can be included in the PDF output via quote layouts, and you decide in the schema whether they carry over on conversion to a work order.

Yes. With quote and invoice sections you split a document into separate blocks, each with its own heading — by phase, location or work package. The section structure is visible to the customer and stays intact when converting to a project, work order or invoice if configured in the quote schema. The feature is available as a beta for accounts on the Boost plan or higher with quotes enabled.

Try OutSmart completely free for 14 days!

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