The Service Operator
Checklist

3‑Option Estimate Playbook (ST/HCP/Jobber): Steps, Talk Tracks, and Send‑Ready Templates

One‑page, tool‑specific checklist for owners, CSRs, and lead techs to ship a Good‑Better‑Best estimate with a 7‑day clock, one‑tap approval/signature, and a 10% deposit — with paste‑ready scripts and messages for ServiceTitan, Housecall Pro, and Jobber.

Use this one‑page checklist to ship a reusable Good‑Better‑Best estimate for your top service, set a 7‑day clock, enable one‑tap approval/signature, and require a small deposit (e.g., 10%). Follow the steps in order. Note: Check your state rules on deposits and any license‑specific disclosures.

  1. 1

    Pick the service and define your three options

    Write one‑line scopes for [GOOD], [BETTER], [BEST]. Good = safe/working today. Better = adds [upgrade] + longer warranty. Best = full scope/highest efficiency. Add simple inclusions/exclusions and warranties for each.

  2. 2

    Build the three options inside your software

    ServiceTitan: Create three Estimate Templates, then group them on a Proposal Template as Good/Better/Best. Housecall Pro: Use Sales Proposal (web) and add three option cards with photos/descriptions. Jobber: Use Quote Options to create up to three option sets; add Optional Line Items for add‑ons.

  3. 3

    Set a 7‑day expiration (or add validity language)

    ServiceTitan: Settings > Online Estimates > Default expiration = 7 days. Housecall Pro: Settings > Estimates > Default expiration = 7 days. Jobber: Add “Valid for 7 days” to quote terms + email/SMS defaults; use Automations for day‑6 follow‑up.

  4. 4

    Enable online approval and capture signature

    ServiceTitan: Turn on Online Estimates; include {{online_opportunity_link}} in your templates. Housecall Pro: Ensure Approvals/E‑Signatures are enabled; toggle ‘Require e‑signature’ if desired. Jobber: Settings > Quote Approvals > Require client signatures = On.

  5. 5

    Require a small deposit on acceptance (start at 10%)

    ServiceTitan: From the estimate, Send Deposit Request (or collect on sold estimate). Housecall Pro: Add deposit requirement on the estimate before scheduling; select payment methods. Jobber: Add a deposit to the quote; client pays in Client Hub; it carries to the job/invoice.

  6. 6

    Add one approval link to your messages (no PDFs)

    Email (paste): “Your 3 options for [SERVICE] — valid 7 days (through [DATE]). Review/approve here: [APPROVE_LINK]. A 10% deposit reserves your date.” SMS (paste): “Your [SERVICE] options: [APPROVE_LINK]. Valid 7 days. 10% deposit locks the schedule.” Notes: ST use {{online_opportunity_link}}; HCP standard send includes the link; Jobber opens Client Hub by default.

  7. 7

    Train the CSR to set expectations on the phone

    Paste script: “We’ll send three options for [SERVICE] — good, better, best. Most folks pick the middle. It’s valid 7 days so it doesn’t drift. Approve with one link and place a small 10% scheduling deposit that goes toward the total. If plans change, we can reschedule and the deposit follows your booking.”

  8. 8

    Train the lead tech on the kitchen‑table talk track

    Paste script: “I priced this three ways. Good gets you safe and working today. Better adds [comfort/efficiency] and extends warranty. Best is quietest and most efficient with [full scope]. Most homeowners choose the middle. We can lock your date with a 10% deposit now, or you can approve online later. Pricing holds for 7 days.”

  9. 9

    Set a day‑6 nudge so estimates don’t stall

    Automation: Schedule a day‑6 email/SMS. Message (paste): “Quick nudge — your [SERVICE] options expire [DATE]. Approve here: [APPROVE_LINK]. A 10% deposit reserves your spot and applies to the total.” Jobber: Use Quote Follow‑Up automation. ST/HCP: use built‑in follow‑ups or a saved task/SMS template.

  10. 10

    Test the full flow end‑to‑end

    Send yourself a live estimate with three options, open on mobile, approve the middle option, sign, and pay the deposit. Verify status change, deposit record, and that scheduling blocks without deposit (if configured). Fix any template typos before going live.

  11. 11

    Go live on your next 10 estimates this week

    Use the same template + talk tracks on every new estimate for [SERVICE]. Make the CSR read the phone script and the tech read the kitchen‑table lines until it’s habit.

  12. 12

    Review results and tune the options after 10 sends

    Measure: acceptance rate, option mix (Good/Better/Best), average ticket, and deposit collection rate. If 80% pick Best, your middle isn’t compelling; if most pick Good, strengthen the middle’s value. Keep the 7‑day clock and one‑link approval in place.