Understanding Quote Versions
Concept Article – Learn why Quote Versions are much more than revisions, and how they allow you to manage different scopes of work, schedules and operational knowledge within the same project.
What is a Quote Version?
A Quote Version represents a distinct commercial and operational scope of work within a project.
While Quote Versions can certainly be used to revise pricing or update a proposal, they are also commonly used to separate different work programmes that belong to the same overall project.
Each Quote Version can have its own:
- Scope of work
- Schedule
- Job repetitions
- Invoices
- Tasks
- Notes
- Field Notes
- Operational history
This allows one project to be managed as several independent work streams while remaining connected to the same Opportunity and Project ID.
More Than Just a Revised Quote
Many software systems treat a quote version as nothing more than a revised quotation.
JGID goes much further.
A Quote Version may represent:
- A revised commercial proposal
- A different stage of the project
- A variation
- A recurring maintenance programme
- A different service frequency
- A different work crew
- A different operational workflow
Although these work streams are managed independently, they all remain part of the same overall project.
A Real-World Example
Imagine your Client requires three ongoing services at the same building:
Quote Version 1000.1 – All below 3 items on one "Master" quote
- Annual anchor certification
- Six-monthly rope access window cleaning
- Foyer window cleaning every second Sunday night
Initially, these may all be quoted together.
Once accepted, they can be separated into individual Quote Versions so each service can be managed independently.
For example:
- Quote Version 1000.2 – Annual Anchor Certification
- Quote Version 1000.3 – Six-Monthly Rope Access Window Cleaning
- Quote Version 1000.4 – Fortnightly Foyer Window Cleaning
Each Quote Version can then have:
- Its own recurring schedule
- Its own Job repetitions
- Its own invoices
- Its own tasks
- Its own operational knowledge
Even though they operate independently, they all remain linked to the same Opportunity and Project ID.
Another Common Example
Many residential buildings require two different annual cleaning programmes.
For example:
Quote Version 1000.1
Annual Full Building Clean
Completed every December before Christmas.
Includes:
- Inaccessible windows
- External balustrade glass
- Internal balcony balustrade glass
- Balcony doors and windows
- External architectural panels
Quote Version 1000.2
Mid-Year Window Clean
Completed every July.
Includes:
- Inaccessible windows only
Both services repeat annually, but six months apart.
Although they belong to the same maintenance contract, they have different scopes, schedules, crews and operational requirements.
Managing them as separate Quote Versions keeps each programme organised while preserving the overall project history.
Independent Job Repetitions
Each Quote Version creates its own series of Job repetitions.
For example:
Quote Version 1000.1 may generate annual Jobs every December.
Quote Version 1000.2 may generate annual Jobs every July.
Each series can be scheduled, completed and invoiced independently without affecting the other.
Notes That Grow With the Work
By default, Notes and Field Notes are shared across the entire project.
This means important information such as:
- Site access
- Parking
- Security procedures
- Building contacts
- General project information
is available to every Quote Version.
As the project evolves, however, each work stream often develops its own specialist knowledge.
For example:
The annual certification team may record:
- Anchor replacements
- Inspection observations
- Equipment upgrades
The window cleaning team may record:
- Cleaning methods
- Water access points
- Areas requiring additional attention
Sharing all of these notes with every crew can eventually create unnecessary clutter.
For this reason, JGID allows Notes and Field Notes to be restricted to a specific Quote Version when appropriate.
Share Knowledge by Default
The note visibility toggle exists to improve clarity, not to hide information.
By default, knowledge is shared across the project because much of it benefits every team.
As work streams become more specialised, Notes and Field Notes can be limited to a specific Quote Version so each crew sees the information most relevant to their work.
This helps maintain a balance between shared project knowledge and focused operational knowledge.
Best Practice
Use Quote Versions whenever different parts of a project need to be managed independently.
If the work has a different scope, schedule, crew, recurrence or invoicing arrangement, creating a separate Quote Version will usually result in a cleaner and more manageable project.
Keep Notes shared across the project unless they become specific to one work stream. When information is only relevant to a particular Quote Version, use the visibility option to keep that knowledge focused and organised.
Frequently Asked Questions
Are Quote Versions only for revised quotations?
No.
They are commonly used to separate different work programmes, recurring services, stages or variations within the same project.
Can each Quote Version have its own recurring schedule?
Yes.
Each Quote Version can operate independently with its own Job repetitions, scheduling and invoicing.
Why are Notes shared by default?
Because much of the information collected during a project is useful to everyone working on that project.
Sharing this knowledge improves collaboration and reduces duplication.
When should I restrict Notes to a Quote Version?
When the information only relates to one specific scope of work and would add unnecessary clutter for other teams working on the same project.
Will separate Quote Versions still appear under the same project?
Yes.
Every Quote Version remains linked to the same Opportunity and Project ID, preserving the complete commercial and operational history of the project.
Summary
Quote Versions allow a single project to be divided into multiple independent work programmes while preserving one complete project history.
Each Quote Version can have its own scope, schedule, Job repetitions, invoices, tasks and operational knowledge.
By sharing knowledge where it benefits everyone—and separating it only when it improves clarity—JGID helps businesses manage complex recurring work without losing the context of the overall project.