Quotations

Make an impression from the first proposal.

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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5_stars    Over 20.000 happy daily users
Invoicing

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
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
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.
 

From quote to work order with one click

A unique feature is the possibility to offer multiple options in one quotation, for example a basic and a premium variant. The customer chooses the desired option and signs digitally. This makes the decision process easier, increases your success rate and ensures a more efficient workflow. Once the quotation has been approved, you convert it to a work order with one click.

Quotations not only provide a professional appearance but also give you more control over your sales process. By integrating with materials, time registration and invoicing double work is avoided and the process remains clear from start to finish.

Quotation visual

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.

 

Practical example

An installation company offers both a standard and a luxury boiler in one quotation. The customer chooses the luxury version and signs digitally. The quotation is converted directly into a work order, so the technician can start the next day with all the right materials.

Benefits
  • Sell faster – create and send quotations in minutes
  • Professional appearance – always consistent and error‑free
  • Higher conversion – customers choose and sign directly online
  • Seamless workflow – convert quotation to work order without double work
Offerte visual 2
3232784

Work orders per year

5172

Customers trust OutSmart

14
+

Years of experience

We constantly had to create work orders manually with pen and paper. By providing a clear digital system with many options, along with an excellent helpdesk that assists with everything, even the smallest questions, Outsmart has helped us.

Thomas Loos, Display4all

We used to lose work orders now and then, which made tracking time a challenge. With the easy digital entry of work orders, it's much simpler for the technician to manage the administration. Having 100% accurate work orders has definitely cut our administrative time in half.

Pascal Hanenbergh, Hanenberg Techniek

 

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.

Try OutSmart completely free for 14 days!

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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