QuotePDF

Introduction to QuotePDF

QuotePDF is a digital quoting and invoicing tool designed specifically for contractors and trade professionals, including HVAC technicians, electricians, plumbers, roofers, landscapers, and general contractors. It enables users to create, brand, and send professional PDF quotes and invoices directly from mobile devices or desktops—without requiring design expertise or complex software. The platform streamlines the post-lead workflow by replacing error-prone manual processes like editing Word or Excel templates with an automated, mobile-first solution.

The service emphasizes speed, consistency, and professionalism: users can generate a client-ready, branded PDF in approximately 30 seconds, even while on a job site. QuotePDF operates as a standalone quoting solution—not a full CRM—and focuses exclusively on simplifying quote creation, customization, delivery, and approval tracking.

Key Takeaways

• Mobile-optimized interface supporting iPhone, Android, and tablet use
• Custom branding capability: upload company logo and define primary colors for automatic application to all PDFs
• Instant PDF generation from a simplified form—including client details, line items, pricing, tax, and discounts
• Automatic calculation of subtotals, taxes, discounts, and totals to prevent arithmetic errors
• Magic link sharing: generate unique URLs for clients to view, download, and approve quotes online
• Email and SMS delivery options with customizable messages
• Quote duplication functionality to repurpose previous estimates for similar jobs

How QuotePDF Works

QuotePDF follows a three-step workflow. First, the user fills out a streamlined, responsive form that captures essential information: client name and contact details, service description, line items with quantities and unit prices, applicable tax rates, and optional discounts. Second, the system automatically generates a professionally formatted PDF using the user’s uploaded logo and specified color scheme—no manual layout adjustments are required. Third, the user sends the quote via email or text message, or shares a unique magic link that allows the client to review, download, and digitally approve the document.

The platform supports offline data entry on mobile devices and synchronizes when connectivity resumes. All generated PDFs are stored in the user’s dashboard, with version history and approval status tracking. No credit card is required to start, and a free plan remains available indefinitely.

Core Benefits and Applications

QuotePDF addresses common inefficiencies in field-service quoting: inconsistent branding, time-consuming template management, delayed follow-up after lead capture, and unprofessional presentation on mobile devices. For trades professionals, it reduces administrative overhead by eliminating repetitive tasks such as renaming files, updating client names across templates, or recalculating totals manually. Use cases include generating on-the-spot quotes during initial site visits, reissuing revised estimates for change orders, and maintaining consistent visual identity across all client-facing documents. Because the output is a static, universally compatible PDF, recipients require no special software to view or approve—making it especially effective for residential service clients who prefer simplicity and speed.