Take-off Sheets
What are take-off sheets?
Section titled “What are take-off sheets?”A take-off sheet (or inventory take-off) is a parts and materials list generated from a quote option. Once a customer approves a quote, a take-off sheet gives your team — and your procurement or warehouse staff — a clear list of everything needed to complete the job:
- Materials — consumable parts and supplies.
- Equipments — tools or equipment items.
- Assets — hire or rental items.
- Services — the service tasks from the quote option, with their associated parts.
Take-offs have a cost summary so you can track actual vs original cost and see where you’re saving (or overspending).
Where to find take-offs
Section titled “Where to find take-offs”Take-off sheets can be accessed in two ways:
- Take-offs (sidebar) — Opens the Take-offs list, where you can see all take-off sheets across quote requests.
- From a quote request — Open a quote request and go to its Take-off section to view, create, or jump to the take-off sheet for that request.
Take-off statuses
Section titled “Take-off statuses”| Status | Meaning |
|---|---|
| Draft | Being worked on. Can still be edited. |
| Pending Approval | Ready for review; marked as done but awaiting sign-off. |
| Approved | Finalised and locked. Read-only. |
Creating a take-off sheet
Section titled “Creating a take-off sheet”Take-off sheets are typically created from a quote request once a quote option is approved:
- Open the quote request.
- Find the approved quote option and use Create take-off (or a similar action).
- The system pre-populates the take-off with materials, equipments, assets, and services from the quote option.
- Review and adjust quantities as needed.
- Save to keep changes.
Screenshot needed: [Create take-off — button on a quote request or quote option, and resulting take-off sheet pre-filled with items.]
Reviewing and editing a take-off sheet
Section titled “Reviewing and editing a take-off sheet”Open a take-off from the list or from the quote request. You can:
- Edit quantities — Adjust how many of each material, equipment, or asset is needed.
- Add notes — Use the Take-off notes field for instructions or special requirements.
- Attach photos — Upload document photos (or pull them from the linked quote request) for reference.
- View cost summary — The top bar shows Original cost (from the quote option), Current cost (based on current quantities), and Saving (the difference).
Once you’re happy, click Save.
Approving a take-off sheet
Section titled “Approving a take-off sheet”When the take-off is ready for procurement or dispatch:
- Click Mark as ready — Status changes to Pending Approval.
- A manager or authorised user reviews and clicks Approve — Status changes to Approved and the sheet becomes read-only.
- If changes are needed after approval, click Revoke to put it back to Draft.
Exporting and sharing a take-off sheet
Section titled “Exporting and sharing a take-off sheet”From the take-off sheet, you can:
- Print — Opens a print-ready PDF in a new tab.
- Download PDF — Saves the take-off as a PDF to your device.
- Email — Opens an email dialog to send the take-off sheet to a supplier or team member. Attach one or both PDF formats (grouped by service, or ungrouped flat list).
- View email history — See previously sent emails for this take-off.
Cost tracking
Section titled “Cost tracking”The cost summary at the top of the take-off sheet shows:
- Original cost — The cost locked in when the take-off was created from the quote option.
- Current cost — The live cost based on current quantities and unit prices.
- Saving — Displayed in green if current cost is below original, red if over.
This helps you catch scope creep or pricing changes before work starts.