Xtime - Sending Quote/MPI to Customer

Learn how to send service quotes and NPI videos to customers via SMS or email using Xtime, and track customer engagement and approvals.

June 26, 2026 By Jade Moreno

This guide shows how to send quotes and MPI's to customers through Xtime. Completing this process allows you to easily communicate recommended services and track customer approvals or declines in real time.

This applies to service advisors and technicians using Xtime's Inspect dashboard when reviewing and submitting recommended repair orders to customers for authorization.

Preparing the Quote

Step #1: In the Inspect dashboard, locate the relevant repair order under the ROs Pending Approval section and click on it. — In the Inspect dashboard, locate the relevant repair order under the **ROs Pending Approval** section and click on it.

Before proceeding, review the repair order to ensure all pricing and parts information is correct. If adjustments are needed, make them prior to generating the quote.

Step #2: Once the pricing is verified, click ASR Quote in the bottom navigation menu. — Once the pricing is verified, click **ASR Quote** in the bottom navigation menu.

Step #3: Select the checkbox in the header row to include all recommended services in the quote. — Select the checkbox in the header row to include all recommended services in the quote.

Step #4: Click Send Estimate to configure the delivery options. — Click **Send Estimate** to configure the delivery options.

Configuring and Sending the Estimate

When dispatching the estimate, you can choose how the customer receives the notification.

Delivery Method	Description
Text Message (SMS)	Sends the quote to the customer's mobile phone via text. Requires opting in.
Email	Sends the quote to the customer's email address.
Both (SMS & Email)	Dispatches the quote through both channels for maximum visibility.

Step #5: To send via text, check the Text Message (SMS) box and ensure the correct mobile phone number is entered. — To send via text, check the **Text Message (SMS)** box and ensure the correct mobile phone number is entered.

Step #7: To send via email, check the Email delivery option and verify the email address. — To send via email, check the **Email** delivery option and verify the email address.

Step #8: Click into the notes field to type any custom message or additional context for the customer. — Click into the notes field to type any custom message or additional context for the customer.

Step #9: Click Update Preview to see exactly how the message will appear to the customer before sending. — Click **Update Preview** to see exactly how the message will appear to the customer before sending.

The system will notify you on this screen if any of the quoted parts are currently out of stock.

Step #10: Click Send Estimate to dispatch the quote. — Click **Send Estimate** to dispatch the quote.

Tracking Customer Engagement

Once the estimate is sent, you can monitor the customer's interaction with the quote directly from Xtime.

Step #11: Close the ASR Quote modal window to return to the repair order summary. — Close the ASR Quote modal window to return to the repair order summary.

Step #12: If you need to verify wether or not the quote was sent, you can click the Timeline icon in the bottom navigation bar to verify the quote was successfully sent. — If you need to verify wether or not the quote was sent, you can click the **Timeline** icon in the bottom navigation bar to verify the quote was successfully sent.

When the customer receives the notification, they will click a link to view their inspection report, including the MPI video.

Step #13: From the customer's perspective, they will review the MPI video and click Review Services to see the specific recommendations. — From the customer's perspective, they will review the MPI video and click **Review Services** to see the specific recommendations.

Step #14: To check for customer activity later, reopen the specific repair order from the dashboard. — To check for customer activity later, reopen the specific repair order from the dashboard.

Step #15: Click the Timeline icon to see exactly when the customer viewed the quote and whether they approved or declined the recommended services. — Click the **Timeline** icon to see exactly when the customer viewed the quote and whether they approved or declined the recommended services.

Q: How do I know if a recommended part is out of stock?

A: When configuring the estimate, the system will notify you on the ASR Quote screen if one or more parts are currently not in stock.

Q: How can I verify that the estimate was successfully sent to the customer?

A: If you go back to the RO in Inspect, and click "ASR QUOTE" again, it will show in green if quote was already sent. Or, you can open the Timeline section. Scroll to the most recent updates at the bottom to confirm the estimate was sent.

Q: How do I see if a customer has reviewed or approved the quote?

A: Check the Timeline for the specific repair order. It tracks when the customer viewed the quote, as well as any service approvals or declines they submit.

Term	Definition
RO (Repair Order)	A document outlining the services requested or required for a customer's vehicle.
NPI (Multi-Point Inspection) Video	A video walkthrough of the vehicle inspection, highlighting passed items and areas needing attention.
ASR (Additional Service Request) Quote	An itemized estimate created for additional recommended services found during the vehicle inspection.

Delivery Method

Description

Text Message (SMS)

Sends the quote to the customer's mobile phone via text. Requires opting in.

Email

Sends the quote to the customer's email address.

Both (SMS & Email)

Dispatches the quote through both channels for maximum visibility.

Term

Definition

RO (Repair Order)

A document outlining the services requested or required for a customer's vehicle.

NPI (Multi-Point Inspection) Video

A video walkthrough of the vehicle inspection, highlighting passed items and areas needing attention.

ASR (Additional Service Request) Quote

An itemized estimate created for additional recommended services found during the vehicle inspection.