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A conveyor running across an open-pit mine under a dark sky

Every feature, in the order a job happens.

From the enquiry to the final draw: what Quotier does, drawn one feature at a time - and what it deliberately refuses to do.

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Built around the way the work is actually won and run.

A quote on a mine is never one company's price alone. The programme has a shutdown nobody may move. The crew stands when the permit is late, and the money for that day comes back as a variation. Three suppliers price the same cable list, and the cheapest one isn't cheapest on everything. Retention is withheld on every draw and released a year later.

Quotier is built around exactly that. So every feature below is drawn as the job it serves, not listed as a tick box - and each one says, in its own words, what it will not do.

Every feature

Win the work.

  1. One job record
  2. Quoting & the price book
  3. Supplier quotes
  4. Multi-company collaboration

Run the site, on the record.

  1. Programme
  2. Timesheets
  3. Site diary
  4. Certificates
  5. Plant
  6. Safety incidents
  7. Documents
  8. Shared documents

Bill it, cost it, close the month.

  1. Invoicing & the contract ledger
  2. Retention
  3. Purchase orders & receiving
  4. Job costing
  5. Month-end pack
  6. Xero sync

Who sees what.

  1. Roles & cost visibility
  2. Quote review
  3. What the customer sees
  4. Security

Win the work.

Everything before the job is yours: the enquiry that starts it, the price book that quotes it, the suppliers who price it, and the other contractors who quote it with you.

One record from the enquiry to the final invoice.

Every job starts as an enquiry (E-) and becomes the quote that wins it (Q-), the job itself (J-), its invoices (INV-) and its purchase orders (PO-) - on one card, with its revisions, its variations, its documents, and who did what, when. Nothing is retyped between them, so the invoice can only say what the accepted quote said.

A revision is a new document, Rev 2 beside Rev 1. The one your client already saw stays on record exactly as they saw it - a sent quote is never rewritten.

Quotier vs Excel, side by side

Build your price book once. Quote from it forever.

Your standard jobs become actions with their standard crews, so the labour lines fill themselves in. Products carry cost, purchase quantity and markup, so the selling price is calculated, not remembered. Packs drop a whole kit onto a line in one click, and difficulty levels price confined-space or underground work the same way every time. Update a rate once and every future quote uses it.

A sent quote keeps the prices your client saw. Changing the catalogue never touches a quote that has gone out, and an estimator can quote from the rates but never edit them.

How to price labour and products

Ask every supplier. Use the best price on every item. Win the job.

Pick the items on your quote and the suppliers to ask, and each supplier gets a request of its own - a PDF, the list to paste into a message, or an email straight from Quotier. One register shows who was asked for what, who has quoted, and who doesn't stock it. Add each supplier's quote as it comes in - their prices, with their PDF attached - and Quotier suggests the best price for every item, even when that splits the list across three suppliers. "Use these quotes" puts those prices on your quote, with your markup and labour on top, and every line shows the make and whose quote its price came from.

The comparison suggests; you decide. Nothing lands on your quote until you use it, and no supplier is ever shown what another one quoted.

See how supplier quotes work

One enquiry, three suppliers' quotes, one price

E-0741

A customer asks you for a price

Pump drive replacement - 4 items to buy in

One request went to each supplier. Their price for each item, with the cheapest marked.
Supplier A Quote received Supplier B Quote received Supplier C Quote received
Variable speed drive, 55 kW · 1
R48 900.00 (cheapest) R52 300.00 R50 750.00
Motor, 55 kW 4-pole · 1
R61 200.00 R63 800.00 R59 450.00 (cheapest)
Cable, 4-core 25 mm² SWA · 120 m
R412.00/m R389.00/m (cheapest) R405.00/m
Glands and lugs · 1
R2 140.00 R1 960.00 (cheapest) Doesn't stock this

Q-0538 · your quote

Materials, the cheapest of each
R156 990.00
Your markup, 20%
R31 398.00
Labour, 72 h at R485.00/h
R34 920.00
Total ex VAT
R223 308.00
Illustrative figures. The cheapest price for each item, your markup and your labour add up to the quote's total.

Several companies, one quote - and the prices stay yours.

Big plant and mine work is never priced by one company alone. Each contractor quotes its own share from its own account and shares it up the chain at the level it chooses: total only, line titles, or full prices. A sub who won't use Quotier doesn't have to - you upload the quote they sent. Every price rolls up into one quote for the client, and who else is on the job, what they shared and at which level is on the job's own Collaboration tab.

Bill a milestone and their matching invoice is raised down the chain as a draft - Quotier never issues a document in somebody else's name. Your prices never leave your organisation unless you explicitly share them.

See how collaboration works

Run the site, on the record.

Once a quote is accepted the job page grows the tabs the site needs. The programme comes off the quote, the hours come back against it, the diary turns standing time into a variation, and the registers answer what a mine's safety officer actually asks.

The programme, laid out from the accepted quote.

Laid out from the accepted quote on your own working calendar: Monday to Friday by default, Saturdays if you switch them on, and the shutdown dates you type in. The day-one plan is kept beside the current one, so slippage is a number rather than an argument.

Pin the client's fixed shutdown window and nothing else on the programme may move it.

Timesheets: quoted hours against actual, while there's still a job to fix.

A week grid per job: one person, one day, one trade. Quoted hours read back against actual, by trade and by line, so you find out you are over while there is still a job to fix it on. A split shift is two rows, and a casual hand is a crew member like anyone else.

A day over 24 hours is flagged, never blocked - refusing the capture only loses the data.

The site diary: standing time, delays and instructions, on the record.

Every day on site in one place: who was there and for how long, and the lines the job may have to evidence later - the crew that stood because the permit never came, the delay nobody on your side caused, and the instruction that is the seed of nearly every variation claim. Hours lost are recorded in person-hours, by the day, and a diary line belongs to the day, so it survives every timesheet correction.

Hours lost is a quantity, never a rand. The money for a standing day arrives as a variation you price and the client accepts - the diary is the evidence behind it, not the invoice.

Certificates, numbered, dated and scanned.

The certificates the job produced, each with its number, its date, who issued it and the scan attached to it. What kind it is stays free text, because naming a statutory section would be a legal claim this app does not make. Your crew's own certifications sit on the crew register with the date each one lapses.

Quotier records that a certificate exists and when - never what it says, and it never generates one for you.

Plant: which job the compressor is on.

Which job the compressor is on, who signed for it and when it came back.

No rate and no amount anywhere on it. It reaches no cost figure, so everyone on the job can read it - viewers included.

A safety incident register, from near miss to lost time.

An incident register from near miss to lost time, recording what happened, what you did about it, and whom you notified and when.

Whether something is reportable is your call, never ours. There is no injury or diagnosis field anywhere in it - health information is special personal information under POPIA.

Documents: a drawer on every job, up to 2 GB a file.

A document manager on every job: folders, breadcrumbs, drag and drop, and up to 2 GB a file for the drawings nobody can email.

Every upload is checked before anyone can download it.

Shared documents: one space the other companies can open.

One bounded space around this job that the other companies on it can open, sitting beside your own private drawer.

The shared space is this job alone. It never reaches your catalogue, your rates or your other clients.

Bill it, cost it, close the month.

Invoice the way the contract says, know whether the job made money before the accountant asks, and hand them a pack at month-end rather than a shoebox.

Invoice off the quote you won, not off a blank page.

Quotes, variations, invoices, cashflow, orders and expenses, in the order the money actually happens. The contract ledger states what was agreed, what you have invoiced, what is held as retention and what is still outstanding - and those four always reconcile. Deposit, progress and final draws come off the accepted quote; a callout with no quote behind it bills straight. Part-payments, reminders on your letterhead, statements and credit notes are all there.

A draw that would bill past the agreed total is refused, not warned about.

Invoicing, deposit to final

Retention the invoice, the ledger and the job all agree on.

Set the rate on the quote you won and every draw bills the net of it - claimed, withheld and payable all print on the customer's invoice. The held column is a figure you can read rather than reconstruct, and when you record the defects period and the practical completion date, the job flags the release as due.

It never releases by itself: the job tells you a release is due and never raises one on your behalf. And it makes no claim either way about VAT timing on retained money - your accountant rules on that.

Retention, held and released

What a claim of R100 000 actually invoices
90%
10%
  • Payable now R90 000 + VAT
  • Held as retention R10 000
A 10% retention contract. Claimed, withheld and payable all print on the customer's invoice, and the held column is a figure you can read rather than reconstruct.

What you have committed to spend, before the invoice arrives.

A purchase order is numbered the moment you create it, so the buyer can quote it to the supplier on the phone, and it renders as a PDF that asks them to quote your number back. Receive it line by line, and read Ordered, Received and Invoiced side by side - with what is still on order landing on the job's cashflow at the date you expect delivery.

Quotier never emails an order to your supplier: it renders as a PDF for you to send however you already send things. Over-delivery is flagged, never blocked, and a mismatch is never reconciled away - the supplier's invoice stays the counted record.

Purchase orders, order to invoice

Track committed spend across 3 delivery states
70%
10%
20%
  • Received and invoiced R58 940
  • Received, not invoiced R8 420
  • Still on order R16 840
An order of R84 200, ex-VAT. Quotier flags the variance and leaves the judgement to you - it never blocks work over a mismatch, and never reconciles one away.

Did the job make money? Ask before the accountant does.

Every job carries Expected - the labour and products the quote priced - beside Actual: the hours the crew logged, the expenses captured with the supplier's invoice attached, and what the subs billed up the chain. The variance is per line, so you can see which trade ran over, and the Financials page ranks every job worst margin first.

Expected and actual never blend: an estimate is never counted as a cost. And a cost figure is shown only to the people you've allowed to see one - a viewer never sees a cost, and pay rates stop at admin.

Job costing, billing and the books

Hand your accountant a pack, not a shoebox.

At month-end, export the period's invoices, credit notes, payments, spend and assets - every row carrying its record type and id, as HTML or CSV - and a gross-wages export of hours and gross pay per crew member for your payroll provider. The fixed-asset register carries straight-line book depreciation over the life you chose, with the tax life your accountant declared printed beside it.

Not your books: no chart of accounts, no journals, no trial balance, and no return is ever filed on your behalf. Your accountant's books stay the authority.

Job costing, billing and the books

Invoice in Quotier. Reconcile in Xero.

Connect your own Xero organisation once and what you invoice, credit, spend and receive is posted to it in the background: sales invoices the moment they are sent, credit notes as they are issued, supplier bills with their receipts attached, and payments in the one direction you chose - while the payments your bookkeeper reconciles in Xero come back to the invoice here.

Xero is the ledger. Quotier never guesses an account code - nothing posts until you have mapped the sales account and tax rate from Xero's own lists - and it never backfills: documents issued before you connected stay where they are.

How the Xero sync works

Who sees what.

Guardrails for the team, without slowing anyone down.

Four roles, and a cost is seen only by those you allow.

Owner, admin, estimator and viewer. An estimator quotes from the catalogue but cannot edit its rates or markups; cost, markup and margin stop at estimator; pay rates stop at admin; a viewer reads the job and never sees a cost.

A figure a role may not see is not greyed out - it is not there.

Draft, in review, approved, sent - on one board.

Every quote's state on one board, with who created, sent, accepted or rejected it, and when. Switch review on and a quote goes to a client only once an admin or owner has approved it; leave it off and review is there for the quotes that need a second pair of eyes.

A quote in review is read-only until it comes back - the reviewer sees exactly what the estimator built.

You choose how much of the make-up each customer sees.

Totals alone, full scope unpriced, or every rate - per quote, on your letterhead, as a PDF that renders with no external requests. Send it as a link and you see when the client first opened it and when they last did; they can mark it accepted with their order number, and you record the acceptance. A labour summary - person-hours per trade - prints for the permit office.

Your customer's copy names the make of every product and never the supplier or their price. Banking details freeze onto an issued invoice and never appear on a quote.

Two-step verification, scanned uploads, and your data on request.

Two-step verification with recovery codes, which you can require of everyone in your organisation. Every upload is checked before anyone can download it. And your organisation's data is yours: the owner can request it as one export, and ask for the account to be erased.

Quotier never connects to your bank: no feed, no credentials, no reconciliation. A payment is what you record.

How Quotier keeps your data safe

A crew in hard hats and high-visibility vests at a toolbox talk before the shift

See it on your own jobs.

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