Send Quotes and Collect Online Payments

Quoting and collecting payment are where a repair turns into revenue. RagoxCell lets you build an itemized quote, get the customer's approval, and take payment online through your own processor, without chasing anyone for a card number at the counter. This guide walks through the full cycle, from drafting a quote to sending the receipt.

Step 1: Open the order and start a quote

Every quote lives on a repair order, so the device, customer, and history stay attached to the money.

• Open the order from the orders list or board, then go to the Billing tab.
• If the order is new, the billing section starts empty with a running total of $0.00.

Quoting from inside the order means the customer, device details, and your shop's tax settings are already in place. You are only adding the work and parts.

Step 2: Add line items

Build the quote one line at a time. Each line has a type that controls how it is taxed and reported:

• Part for physical components (screens, batteries, boards). Parts are taxable by default.
• Labor for diagnostic and repair work. Labor is non-taxable by default.
• Fee for bench fees, expedite charges, or environmental fees.

For each line, enter a description, quantity, and unit rate. RagoxCell keeps all money in exact cents, so the line and order totals always reconcile.

A few practical tips:

• Be specific in descriptions ("iPhone 13 OEM screen assembly" beats "screen"). The customer sees this text on the quote.
• If you maintain a catalog, applying a saved repair template can drop in the part and labor lines at once, including the linked inventory item.
• Use a per-line discount when you want to mark down a single item rather than the whole order.

Step 3: Set per-line tax and a deposit

Tax in repair work is rarely uniform, so RagoxCell handles it at the line level.

• Each line carries its own taxable flag and tax rate. Parts can be taxed while labor stays exempt, and you can apply different rates to different lines when your jurisdiction requires it.
• Your shop's default tax rate comes from Settings, so most lines are correct automatically. Override the rate only on the lines that need it.
• The totals panel breaks tax out by rate, so you can see exactly what is being charged and why.

If you need money up front for parts, collect a deposit. The deposit is recorded as a payment against the order, and the quote then shows the remaining balance due. This is the standard pattern for ordering parts before the customer commits to the full repair.

Step 4: Send the quote for approval

Once the lines, tax, and any deposit are in place, send the quote to the customer.

• Use the Send to customer button in the billing section. This moves the quote from draft to sent and emails the customer a branded message with a secure tracking link.
• The link opens the customer portal, where they can review the itemized quote, the device, and the total.
• From the portal the customer can approve or reject the quote. Their decision is recorded on the order's activity timeline, so you always know who approved what and when.

If the customer asks for changes, edit the lines and use Resend to send the updated version. Only sent quotes are visible to the customer; drafts stay private until you are ready.

Step 5: Connect your payment processor

To collect online, connect your own processor once in Settings. Each shop uses its own account, so payouts go directly to you.

• RagoxCell supports Stripe, PayPal, and Helcim.
• Enter your processor credentials in the payment integration section. RagoxCell stores these encrypted and never displays the secret again after you save it.
• After connecting, copy the webhook URL RagoxCell generates and add it in your processor's dashboard. This is what lets the processor tell RagoxCell when a payment succeeds.

You only need to do this setup once. After that, every order can offer online payment.

Step 6: Take payment from the portal

With a processor connected and the quote sent, the customer can pay themselves.

• On the portal, an approved and sent invoice shows a Pay option. Drafts never expose a pay button.
• The customer is taken to a secure checkout hosted by your processor (for example, Stripe's payment page) and enters their card there. Card data goes straight to the processor, not to RagoxCell.
• When the payment clears, your processor calls the webhook and RagoxCell re-verifies the payment with the processor before recording it. This double check prevents a payment from being marked complete unless the processor actually confirms it.

You can also record an in-person payment (cash, card on your own terminal, or a manual entry) directly from the billing section using Add payment, including a reference number for your records.

Step 7: Mark paid and send the receipt

The final step closes out the money side of the job.

• When the balance reaches zero, RagoxCell marks the invoice paid. Online payments do this automatically once the processor confirms; for manual payments, recording the final payment settles the balance.
• A receipt email goes to the customer confirming the amount paid and the order.
• You can download a PDF invoice or receipt that mirrors the on-screen version, including line items, tax by rate, payments, and signature lines, for the customer's records or your files.

Every step is captured on the order's activity timeline, so the quote, approval, payments, and receipt are all auditable later.

Ready to get paid faster? Connect your processor in Settings and send your next quote straight from the order.