Quotes API

Create quotes with pricing directly from your website or partner systems.

What Is the Quotes API?

While work requests capture customer enquiries, the Quotes API goes further by creating actual quotes with line items and pricing. This is useful for:

• Instant quote calculators - "Get a quote in 30 seconds"
• Partner integrations - Referral partners sending pre-priced leads
• Automated pricing - Calculating quotes based on property size or service type

How It's Different from Work Requests

Feature	Work Requests	Quotes API
Purpose	Capture customer enquiries	Create priced quotes
Pricing	None - manual follow-up	Automatic - includes pricing
Line Items	No	Yes - multiple items
Result	Request for manual quoting	Ready-to-send quote
Use Case	Contact forms	Quote calculators, partners

Before You Start

You'll need:

1. An API key from YardPilot
2. A developer to implement the integration
3. Clear pricing for your services

What's Required

Customer Information

Field	Required	Description
Name	Yes	Customer's full name
Email	Yes	Customer's email address
Phone	No	Customer's phone number

Address (Required)

Field	Required	Description
Street Line 1	Yes	Street address
Street Line 2	No	Unit number, etc.
City	Yes	Suburb/city
State	Yes	3-letter code (QLD, NSW, etc.)
Postcode	Yes	4-digit Australian postcode

Line Items (At Least One)

Each item needs:

Field	Required	Description	Example
Name	Yes	Service name	"Lawn Mowing"
Description	No	What's included	"Fortnightly mowing service"
Quantity	Yes	How many units	4
Unit Price	Yes	Price per unit in cents	5000 ($50.00)
Unit	No	Unit of measure	"visit", "hour", "sqm"
Tax Rate	No	GST percentage (default 10%)	10.00

Price Format

Prices must be in cents, not dollars. For $50.00, send 5000.

How Pricing Works

YardPilot automatically calculates:

1. Line Item Subtotal = Quantity × Unit Price
2. Line Item Tax = Subtotal × Tax Rate (default 10% GST)
3. Line Item Total = Subtotal + Tax
4. Quote Total = Sum of all line item totals

Example Calculation

Lawn Mowing: 4 visits × $50.00 = $200.00
  + GST (10%): $20.00
  = $220.00

Edge Trimming: 4 visits × $15.00 = $60.00
  + GST (10%): $6.00
  = $66.00

Quote Total: $286.00 (including $26.00 GST)

What Happens When a Quote Is Created

1. Contact Created - If the email is new, a contact is added to your CRM as a "Lead"
2. Property Created - The address becomes a property record
3. Quote Created - A draft quote is created with all line items
4. Ready to Send - Review and send the quote to the customer

Draft Status

Quotes created via API start in "Draft" status. This lets you review them before sending to customers.

Use Case: Instant Quote Calculator

Build a simple quote calculator on your website:

1. Customer Selects Services

[ ] Lawn Mowing - $50/visit
[x] Edge Trimming - $15/visit
[x] Garden Bed Weeding - $30/visit

How often? [Fortnightly ▼]

Property Size: [Medium (up to 500sqm) ▼]

2. Customer Enters Details

Name: _____________
Email: ____________
Address: __________

3. Your Website Creates the Quote

Your website sends the selections to YardPilot with appropriate pricing. The customer sees their quote total, and a draft quote appears in your dashboard.

4. You Review and Send

Check the quote looks correct, then click Send to email it to the customer.

Technical Details

Endpoint

POST https://app.yardpilot.io/api/v1/integration/quotes

Headers

Content-Type: application/json
X-Company-Key: your_api_key_here

Example Request

{
  "customer_name": "Sarah Johnson",
  "customer_email": "sarah@example.com",
  "customer_phone": "0412 345 678",
  "street_line_1": "42 Oxford Street",
  "city": "Bulimba",
  "state": "QLD",
  "postcode": "4171",
  "line_items": [
    {
      "name": "Lawn Mowing",
      "description": "Fortnightly mowing service",
      "quantity": 4,
      "unit_price": 5000,
      "unit": "visit",
      "tax_rate": 10.0
    },
    {
      "name": "Edge Trimming",
      "description": "Included with mowing visits",
      "quantity": 4,
      "unit_price": 1500,
      "unit": "visit",
      "tax_rate": 10.0
    }
  ]
}

Success Response

{
  "message": "Quote created successfully",
  "quote_id": "01JCQR8X9PQZW3Y5K7N4M6B2T8",
  "quote": {
    "number": "Q-001",
    "status": "draft",
    "subtotal": 26000,
    "tax_total": 2600,
    "total": 28600
  }
}

Developer Documentation

For complete technical details including error handling and code examples in JavaScript, PHP, and Python, see our Integration API Developer Guide.

Common Units

Use consistent units across your quotes:

Unit	Best For
each	One-off items or products
visit	Per-visit services
hour	Time-based work
sqm	Area-based pricing
month	Monthly recurring services
week	Weekly recurring services

Tips for Success

1. Keep Pricing Simple

Customers prefer clear, simple pricing. Instead of:

• Mowing: $0.08/sqm × 500sqm = $40

Use:

• Lawn Mowing (Medium Property): $50/visit

2. Include Descriptions

Help customers understand what they're paying for:

{
  "name": "Garden Maintenance",
  "description": "Weeding, pruning, and mulching for garden beds up to 20sqm"
}

3. Consider Tax-Exempt Items

For items without GST:

{
  "name": "Consultation",
  "quantity": 1,
  "unit_price": 0,
  "tax_rate": 0.0
}

4. Test Thoroughly

Use test keys to verify your integration before going live.

How test keys work for quotes:

When you submit quotes using a test key (ypk_test_...):

1. Quotes are validated exactly like live quotes
2. Quotes, contacts, and properties are created with a TEST badge
3. Test data is hidden by default from all lists
4. No notifications are sent to your team
5. All test records are automatically deleted after 24 hours

Testing workflow:

1. Generate a test API key in Settings → API Keys
2. Configure your quote calculator to use the test key
3. Try various service combinations
4. Check Quotes (with "Show test data" enabled) to verify data
5. Verify totals calculate correctly
6. Switch to your live API key when ready

Don't Forget to Switch Keys

If you accidentally leave a test key in production, quotes will be marked as test data and automatically deleted after 24 hours. Always verify you're using a live key (ypk_live_...) before launching.

Troubleshooting

Quote Not Creating

1. Check required fields - All address fields are required
2. Check line items - At least one line item is required
3. Check price format - Prices must be in cents (integers)

Wrong Totals

1. Price in cents - $50 should be 5000, not 50
2. Tax rate format - Use 10.00 for 10%, not 0.10

Duplicate Quotes

If the same customer + line items are submitted within 5 minutes, YardPilot returns the existing quote instead of creating a duplicate.

Next Steps

• Sending to Clients - How to send quotes
• Converting to Jobs - Turn approved quotes into work
• Work Requests - For simple contact forms