Overview
An on-site proposal is for work you can't quote over the phone. You book a visit, go out and look at the job, gather photos and details on site, and build the proposal from what you found.
It's a distinct proposal type alongside Fixed, Hourly, and Blended, with its own status track so you always know which assessments are booked and which are still waiting.
Available in the Web App and the Mobile App.
When to Use This Feature
A homeowner wants a quote for a full system replacement and you need to see the existing equipment first.
A customer describes a leak that could be a five-minute fix or a repipe - you won't know until you're there.
A commercial job needs measuring before you can price it.
You charge an assessment fee and want it tracked on the job.
Your sales tech should build and present the quote at the kitchen table rather than emailing it two days later.
How It Works
An on-site proposal moves through three states:
Unscheduled - the on-site exists but no visit is booked yet.
Scheduled - a visit is on the calendar and published.
Completed - the visit happened and the assessment is done.
If you cancel the appointment, the on-site returns to Unscheduled - so cancelled visits reappear as work needing to be rebooked rather than disappearing.
In the field, the flow has two halves. First your tech collects information - photos, videos, notes, measurements. Then they build the proposal from it. Those are separate steps, so a tech can gather everything, save, and come back to pricing.
How to Create and Schedule an On-Site Visit
The quickest route creates the on-site and books the visit in one go.
Open the Schedule and choose to add a new On Site Visit.
Select the account. If it's a new customer, you can create the account without leaving the window - provided your role allows it.
Select the service location. When the account has only one, it's selected for you.
Enter the Project Title and the work description.
Assign the team member, set the date and time, and add appointment instructions if the tech needs them.
Save and publish. This creates both the on-site proposal and the appointment.
The on-site now shows as Scheduled and appears on the assigned tech's calendar.
Reviewing an On-Site from the Back Office
On-site proposals open in their own full-screen preview rather than the standard proposal page.
Open it by clicking the on-site proposal in the Work Orders table, or from the appointment details. Opening from an appointment keeps the appointment details behind it, so you don't lose your place on the schedule.
The preview shows what your tech gathered - photos and videos, checklists, and the job details. Where more than six photos exist, a View All action opens the full gallery. Checklists work the same way.
From here you can edit the on-site or create the proposal from it.
What each person sees in the preview depends on their permissions, so a limited role won't see sections they shouldn't.
Creating an On-Site from the Mobile App
Your team can start an on-site from the field - useful when a customer asks about additional work while you're already at their property.
There are two entry points:
From the Schedule, tap the add control and choose On Site Visit, alongside Work Appointment and General Event.
When creating a new proposal, choose On Site as the type.
In the create flow you select or add the account, select or add the service location, enter the project title and description, and attach photos, videos, or documents.
Then choose one of two actions:
Save and Close — saves the on-site and opens its preview. Use this when someone else will book the visit.
Save and Schedule — goes straight to scheduling with the account and service location already set.
Running an On-Site Visit in the Field
When your tech arrives, the appointment shows a Start On Site action.
Tap Start On Site to open the information collection screen.
Record what you find - title, description, photos, and videos of the site.
Tap Save. You return to the appointment details, which now offers Create Proposal.
Tap Create Proposal and build the quote from what you gathered — choosing Fixed, Hourly, or Blended pricing and adding line items.
Saving and creating the proposal are deliberately separate. A tech can capture everything on site, then price it from the truck or back at the office.
The on-site preview on mobile shows an appointment block at the top with the next scheduled visit date and time, and the available actions change depending on whether the on-site is unscheduled, scheduled, or completed.
Checklists on On-Site Visits
You can set a checklist template to be assigned automatically whenever a proposal is an on-site assessment type.
This is worth setting up. It means every tech gathers the same information - model numbers, panel photos, access notes - instead of each person remembering their own list.
See Checklists for how templates work.
Tips & Best Practices
Create from the Schedule when you're booking on the phone. One window creates the assessment and the appointment, so the customer gets a time before they hang up.
Set up an on-site checklist template. It's the difference between consistent assessments and whatever each tech happened to remember.
Take more photos than feel necessary. Whoever prices the job later can't go back and look at the panel again.
Use Save and Close when the office does the pricing. The tech gathers, the estimator quotes - the two-step flow supports that split.
Watch your Unscheduled on-sites. An assessment nobody booked is a lead going cold.
Things to Know
On-site proposals have their own status track: Unscheduled, Scheduled, Completed.
Cancelling the appointment returns the on-site to Unscheduled.
On-site proposals open in a dedicated full-screen preview rather than the standard proposal page.
On mobile, Send to Customer and Clone Proposal aren't available on an on-site proposal - it isn't a quote yet. Delete is available instead.
From the mobile on-site preview, the actions are Schedule Appointments and Delete.
Collecting information and creating the proposal are separate steps. Saving the information doesn't create a quote.
When you create the proposal, you pick its pricing type then — Fixed, Hourly, or Blended.
The View All action on photos and checklists only appears when there are more than six items.
Creating accounts from within the on-site flow requires account creation permission.
Unscheduled on-sites appear in the Unscheduled Jobs report. See Unscheduled Jobs Panel.
Troubleshooting
I can't find Send to Customer on an on-site proposal.
That's intended. An on-site is an assessment, not a quote - there's nothing to send yet. Create the proposal from it first, then send that.
The on-site went back to Unscheduled on its own.
The appointment was cancelled. Cancelling a visit returns the on-site to Unscheduled so it shows up as needing to be rebooked.
My tech saved the on-site but there's no proposal.
Saving the information is step one. They still need to tap Create Proposal on the appointment details to build the quote.
Clicking the on-site opens a different screen than other proposals.
On-site proposals use their own full-screen preview, built to show the photos and checklists your tech collected.
My tech can't see the photos section in the preview.
Sections in the preview are permission-gated. Ask an admin to review their role.
Have questions? Reach out via the support chat or email support@motionops.com.