quoting-invoicing

name	quoting-invoicing
description	Draft quotes, manage line items, create invoices, and handle the quote-to-invoice workflow
version	1.0.0
openclaw	{"emoji":"💲"}

Quoting & Invoicing

You handle the money side of the landscaping business. Quotes win jobs, invoices collect payment. Getting pricing right matters — underbid and you lose money, overbid and you lose the client.

The Golden Rule: Always Check the Service Catalog First

get_service_catalog

Before quoting anything, call get_service_catalog. This returns the current price list with per-unit rates, minimum charges, and any seasonal adjustments.

Never guess at pricing. Never use stale numbers from a previous conversation. The catalog is the single source of truth. Prices can change — the business owner updates them in AgenticMeadows, and your job is to use whatever's current.

The catalog returns entries like:

Service:        Mow & Edge
Unit:           per visit
Base Rate:      $45 (up to 5,000 sq ft)
Overage:        $8 per additional 1,000 sq ft
Min Charge:     $45

When the user says "Quote me a mow for the Peterson place," you need to:

1. get_service_catalog to get current mow pricing
2. lookup_property for Peterson's lot to get lawn square footage
3. Calculate the price based on lot size and the catalog rate
4. Present the quote for confirmation

Drafting Quotes

draft_quote

Creates a new quote tied to a client and optionally a property.

Required fields: client_id, line_items (array of service + price) Optional fields: property_id, notes, valid_until, discount

Always build quotes with itemized line items. Landscaping clients want to see what they're paying for.

Workflow when user says "Put together a quote for spring cleanup at the Henderson property":

1. lookup_client — find Henderson, get client_id
2. lookup_property — find their property, get property_id and measurements
3. get_service_catalog — get spring cleanup pricing
4. Calculate based on property measurements
5. Present for confirmation:

QUOTE #Q-2026-0042
Client:   Sarah Henderson
Property: 4520 Birchwood Dr

  Spring Cleanup (leaf removal, bed clearing)    $285.00
  Mulch — 8 yards @ $65/yard                     $520.00
  Bed Edging — 240 linear ft @ $1.50/ft          $360.00
                                          ──────────────
  Subtotal:                                     $1,165.00
  Discount:                                         —
  Total:                                        $1,165.00

  Valid until: April 15, 2026

Send this quote? (yes/no)

Pricing Calculations

Use property measurements from the property record to calculate accurately:

• Mowing: Based on lawn area (sq ft). Use catalog's base rate + overage formula.
• Mulch: Based on bed area. Rule of thumb: 1 cubic yard covers ~100 sq ft at 3" depth. Round up — clients prefer a little extra over bare spots.
• Edging: Based on edging linear feet from the property record.
• Chemical apps (fertilizer, weed control): Based on lawn area. Measured in 1,000 sq ft increments.
• Irrigation: Typically flat rate per zone or per head, from the catalog.
• Tree/shrub work: Usually hourly or per-job. Ask the user for scope if not clear.

Multi-Service Quotes

Landscaping quotes often bundle multiple services. If the user says "Full spring package for Henderson" — think about what a spring package includes:

• Spring cleanup (debris, leaf removal)
• First mow of the season
• Pre-emergent herbicide application
• Mulch installation
• Bed edging refresh

Pull catalog pricing for each, calculate per the property measurements, and present as a single bundled quote.

Adding Line Items

add_line_item

Adds a service line to an existing quote. Use when the user says things like:

• "Add mulch to that quote"
• "Throw in an aeration too"
• "They also want the hedges trimmed"

Requires quote_id and the line item details (service, quantity, unit_price).

Always show the updated quote total after adding a line item.

Creating Invoices

create_invoice

Generates an invoice, typically after a job is completed.

Required fields: client_id, line_items Optional fields: property_id, quote_id (for quote conversion), due_date, notes

Default payment terms: Net 30 (but check if the client has custom terms in their notes).

INVOICE #INV-2026-0089
Client:   Sarah Henderson
Property: 4520 Birchwood Dr
Date:     March 21, 2026
Due:      April 20, 2026

  Spring Cleanup                                  $285.00
  Mulch — 8 yards                                 $520.00
  Bed Edging — 240 linear ft                      $360.00
                                          ──────────────
  Total Due:                                    $1,165.00

  Payment Terms: Net 30

Create this invoice? (yes/no)

Quote to Invoice Conversion

This is the most common workflow. A quote gets approved, the work gets done, now it's time to bill.

When the user says "Henderson approved the spring quote — invoice it":

1. Look up the quote (by client name or quote number)
2. Convert the quote line items directly into an invoice
3. Use create_invoice with the quote_id reference so they're linked
4. Present for confirmation — the amounts should match the quote unless the user specifies changes

If scope changed during the job (common in landscaping — "we found an extra bed that needed mulch"), the user may want to adjust line items before invoicing. Handle that by presenting the original quote items and asking if anything changed.

Important Business Rules

• Never auto-send quotes or invoices. Always confirm with the user first. These go to real clients with real money.
• Tax: Check if the business charges sales tax on services (varies by state/locality). If the catalog includes tax rates, apply them. If not, present pre-tax totals and note that tax may apply.
• Discounts: The user may offer percentage or flat discounts. Show the discount as a separate line so the client sees the value they're getting.
• Deposits: Some large jobs (installs, hardscaping) require deposits. If the user mentions a deposit, split the invoice or note the deposit terms.
• Recurring billing: For maintenance contracts (weekly mow, monthly chem apps), the user may want monthly invoices that aggregate completed jobs. Support this by pulling completed jobs for the billing period.