Every quote in Pool Brain has a status that shows where it is in the approval process: Open, Approved, Denied, or Closed. The status of a quote can be changed by by office staff in the web dashboard or directly by the customer from the emailed quote or in the customer portal. You can also set it up to have Pool Brain automatically change the status of a quote to "Closed" after a custom number of days.
Quote Statuses
Open - The quote is active and is able to be sent to the customer for review and approval. This is the only status where action is needed.
Approved - The customer has approved the quote and a one-time job has been automatically created.
Denied - The customer has declined the quote. No job will be automatically created.
Closed - The quote is no longer being actively followed up on. Closed status indicates that the customer has not approved or denied the quote and the office no longer needs to follow up.
How to Change the Status of a Quote
Office Staff – Web Dashboard
Click the status dropdown on the quote, select the new quote status, and enter notes - if required.
Technicians – App
Quote statuses cannot be changed in the mobile app.
Customers - Emailed Quote & Customer Portal
Customers can approve or deny a quote from the emailed quote or in the customer portal.
From the emailed quote - Open the quote, and click either "Approve" or "Deny", then enter notes if desired.
From the customer portal - Click on the quotes tab and select the quote you want to change the status of, then click either "Approve" or "Deny" on the quote and enter notes if desired.
💡 Quotes only appear in the customer portal after they have been emailed to the customer at least once.
Set Up Auto-Close for Quotes
Once enabled, any quote that remains in "Open" status for longer than the number of days you set will be automatically changed to "Closed." The day count is always based on the date the quote was created.
Office Staff – Web Dashboard
Navigate to Settings --> Quotes
Toggle on "Quotes not approved after ___ days will be automatically closed."
Enter the number of days to wait after quote creation before automatically closing open quotes.
