Create repair or sales quotes for smartphones and PCs with Fixh IT, complete with digital customer signature, deposit and VAT exemptions, and convert them into an invoice once accepted.
Before opening a job on a smartphone or a PC, most repair shops want the customer to approve a repair quote: how much the part will cost, how much labor, and what deposit to pay before starting. With Fixh IT this step does not require scattered notes or WhatsApp messages to summarize by hand: the quote is created in the Documents section, with detail lines for services and spare parts, the correct VAT rate for each line, an optional deposit, and, most importantly, the ability for the customer to accept it with a digital signature directly on the document.
Why it matters for a repair shop
In a smartphone and PC repair shop, a quote is not optional: it is the tool that protects both the technician and the customer from disputes over the final price. If the repair cost exceeds what was agreed, or an additional fault emerges during disassembly, having a formally accepted quote (with a signature) avoids arguments at pickup. It is also how you handle the "how much would it cost to fix the screen" question before the customer even leaves the device: you prepare the quote, send it, and wait for confirmation before opening the actual repair.
How it works in practice
A quote has a header with the customer's data — private individual or business, with VAT number or tax code, address and contact details — and a list of lines with description, quantity, unit price, and VAT rate (or exemption nature, where applicable) for each planned repair service or spare part. You can set an expiry date after which the quote lapses, and request a deposit with related notes, so the customer knows upfront what to pay to start the work.
The document moves through draft, sent, accepted, and concluded statuses: you can track every quote proposed, see which are still awaiting a reply and which have been confirmed. The most useful part for a repair shop is the digital signature: the generated PDF includes a "Signature for acceptance" field and, when the customer signs (directly on screen or from their own customer portal), the document shows the signer's name and the signature date; until signed, the PDF clearly displays "Quote not yet accepted," so there is no ambiguity about who really approved the cost.
Every quote stays linked to the customer's profile, along with their repair and order history: you can always trace which quotes were proposed to a given customer, which were accepted, and which expired without a reply. This saves you from chasing emails or messages to find an agreement made weeks earlier.
Quick guide
- Go to Documents > Quotes and create a new quote.
- Select the customer (or create a new one) and set the offer's expiry date.
- Add the detail lines: repair service, spare part, quantity, price, and VAT rate for each item.
- If you require an advance payment, set the deposit amount and related notes.
- Generate the PDF and send it to the customer, or have it signed directly at the counter or from their customer portal.
- Update the quote status (sent, accepted, concluded) as the customer responds.
- Once accepted, start the repair or issue the linked invoice without re-entering the data.
Real use cases
A customer brings in a MacBook that won't turn on: before disassembling it, the technician prepares a quote with two alternative lines (motherboard replacement or an in-depth diagnosis only), emails it, and waits for the signature before proceeding, avoiding work the customer might not want to pay for.
A business customer asks for a battery replacement on ten company smartphones: the quote groups all the units into a single document with the company's VAT number, requires a 30% deposit before starting, and once signed by the IT manager is converted directly into the final electronic invoice.
A private customer asks at the counter how much it would cost to replace a tablet screen: the quote is generated and signed on the spot with a tap on the shop's screen, no need to email it, and the repair starts right after.
Tips and best practices
Always set a realistic expiry date: a quote for a smartphone part can go stale within days if the component price changes quickly on the market. Require a deposit for costlier repairs (motherboard replacements, high-end displays): it reduces the risk of devices never being picked up after the repair. Always use the digital signature instead of a verbal acceptance: in case of a price dispute, having a date and signature on the document is the strongest evidence you have.
Common mistakes to avoid
Never open a complex repair without an accepted quote: it is the most frequent cause of disputes over the final price. Avoid leaving a quote in "sent" status for weeks without following up with the customer: update the status or call them, otherwise the history fills up with documents that no longer reflect reality. Finally, don't forget to correctly indicate the VAT exemption nature where applicable: a wrong rate on the quote creates discrepancies when you convert it into an electronic invoice.
Frequently asked questions
Can the customer sign the quote online, without coming to the shop? Yes, the quote can be viewed and digitally signed by the customer from their own customer portal, or signed on screen at the counter.
What happens if the quote is rejected or expires? It remains archived for reference, linked to the customer's profile, without generating any repair or invoice.
Can a quote include both repair services and spare parts? Yes, you can include both labor services and planned spare parts in the same quote, each with its own price and VAT rate.
Can I request a deposit on the quote? Yes, you can set a deposit amount with related notes, so the customer knows what to pay before work begins.
How do I know if the customer really accepted the quote? The generated PDF shows the digital signature with the signer's name and date; until signed, it clearly displays "Quote not yet accepted."
Can I convert the accepted quote directly into an electronic invoice? Yes, once accepted you can generate the linked invoice without manually re-entering the customer, lines, and amounts.
