Get an estimate approved

Before you replace a screen or a gearbox, the customer agrees to the price. You build the estimate on the job card, send it, and the customer approves or declines each line. Kila does not let work start on a priced job until they have said yes.

Steps

1. Open the job card

   On the Front counter, type the ticket number, the customer’s phone, the IMEI or their name in the find box and tap the job. Under Estimate and work the card says Not approved by the customer yet.

2. Add the work and the parts

   Tap Add labour, part or service and choose Labour, Part from stock or Service. Search for the part or service, tap it, then tap Add line. Add each line the same way and tap Done. The total shows as Total, VAT included, and each part shows how many are free in stock.

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3. Tap Send for approval

   Kila texts the customer the estimate with a link, and the job moves to Awaiting approval. It says, for example, Estimate of KES 6,200.00 is waiting for the customer. The card shows the same, with the customer’s name and phone to call: “Work starts once they agree.”

4. The customer answers on the link

   The link opens the estimate on the customer’s phone, with no sign-in: each line with Yes or No, and You approve with the total they are agreeing to. They type their name and tap Send my answer. “Lines you decline are not done now; the workshop keeps them as advised work.”

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5. Read the answer on the job card

   When the customer answers, the card says, for example, Approved by Achieng Gitau on 30 Oct 2026, 19:41 for KES 5,700.00. The job moves to In progress and work can start.

6. See what was declined

   A declined line stays on the job, greyed out and Released, and under The customer’s decision it shows Declined with the customer’s name. It is kept as advised work for the next visit.

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Not available yet

SMS is in test mode: Kila records each text in its message log, and the job card’s history says SMS sent, but no SMS reaches the customer’s phone until an SMS provider is connected. To use the link today, tap Copy approval link under The customer’s decision and send it another way, or call the customer and record their answer (below).

What if

The customer answers at the counter or on the phone

Under The customer’s decision, tap Record decisions. Tap Approve or Decline for each line: Kila shows what is approved, such as “Approved now: KES 2,400.00. Declined lines come off the job and stay on the record as advised work.” Check Decided by, choose How (such as By phone) and tap Record. Kila says, for example, Estimate approved by Omondi Kiptoo (1 line declined). Work can go ahead.

Someone tries to start work first

Kila shows:

That did not go through

The customer approves the estimate of KES 3,200.00 before work starts. Send the estimate, then record their approval.

Send the estimate and wait for the customer’s answer, or record it if they gave it to you in person or by phone.

The technician finds more work after the approval

Add the new line on the job card as before. It shows as added after approval under The customer’s decision, waiting for the customer. Tap Send the extra work for approval, or Record decisions when they answer you. The job cannot be marked ready until they have decided.

The link does not open

A link works once: opened again, it says Already answered. A mistyped link says This link cannot be opened: “This approval link is not valid.” A link also expires after the days your business allows, as the job card shows (such as expires 6 Nov 2026): “This approval link has expired. Ask the workshop for a new one.” Tap Copy approval link for a new one.

Needs a manager

Service advisors and service managers send estimates and record approvals. Prices on an estimate come from your price list; only they can change them.

Related

• Take a job in: the step before this one.
• Add parts and labour to a job: how parts and time reach the job while the work is done.
• Take a deposit on a job: money ahead of an expensive part.

Next: give the job to a technician: Give a job to a technician.