Quotes accepted online, and price lists

Send a quote as a link your customer can accept with their name and signature, or decline with a reason. Let the order or invoice make itself, and give customers their own price list.

How it works for your customer

Every quote can have a private link. Your customer opens it on their phone or computer and sees:

• your logo and business name;
• the quote, with all its lines, taxes and terms;
• a Download PDF button.

Then they choose:

• Accept quote: they type their full name, can draw a signature with a finger or the mouse, and tick that they accept it.
• Decline: they can tell you why, for example "Above our budget this month".

They don't need an account or a password. The link shows only that one quote.

Send the link

There are two ways:

• By email. Open the quote and click Email. The email has a green View and accept the quote button, and the PDF is attached as usual.
• Any other way. On the quote, click Get the link, then Copy. Paste it into WhatsApp, SMS or a chat.

The quote page in CRM shows where things stand:

• Waiting for the customer's answer: whether they opened it, how many times, and when.
• Accepted online by name: the date and time, their email, their signature, and the address they answered from.
• Declined online: with their reason.

What happens when they accept

You choose this in Settings › Quotes & price lists:

1. Make a sales order or an invoice by itself (Standard plan and up). The quote becomes the sales order or the invoice, dated that day, with the same lines. It's the same real document as Accounting's, so nobody types it again. Or choose Nothing if you prefer to convert it yourself.
2. Move the deal to Won.
3. Put the button in quote emails.

The rest happens either way:

• whoever made the quote, the deal's owner and the deal's followers get an alert;
• the deal and the company show it in their history;
• the quote's PDF shows Accepted by name, date;
• if the customer gave an email address, they get a thank-you email from your business.

Your workflows can react too. In Automation, pick the deal triggers The customer accepts a quote online or The customer declines a quote online. For example, create a follow-up task: "Call to agree the delivery date".

Good to know

• Changes. If you change the quote while the customer has it open, they're asked to look at it again before answering. If you change it after they accepted, the PDF stops showing Accepted, and you can click Ask again.
• Expiry. A quote can't be accepted after its Valid until date. Make a new one, or change the date.
• Declined? Change the quote if needed, then click Ask again. The customer answers on the same link, and their earlier answer stays in the deal's history.
• Stop it. Click Switch off on the quote. The link stops working at once. A voided quote can't be accepted either.

Optional items

Offer extras without adding them to the price, for example an extended warranty or installation.

1. On the quote form, add the line as usual and tick Optional under its name.
2. Optional lines are not in the quote's total. The form shows their value under the total.
3. On the online quote, the customer sees them under Optional items with a tick box. The total updates as they tick.
4. When they accept, the items they ticked become lines of the quote, and the deal's history says which ones they added. The others stay optional.

Optional items show only on the online quote and the quote's page in CRM, not on the PDF.

Quote templates

Save the items you quote often - with optional extras, notes and terms - and start any quote, order or invoice from them.

• Save one: fill in the form, click Save as template and give it a name. Saving with a name that already exists replaces that template.
• Use one: on a new form, choose it in Start from a template.... Check the prices before you save. Optional lines are added only on quotes.
• Delete one: in Settings › Quotes & price lists, under Quote templates.

Margin

Admins and managers see a Margin box on each quote, order and invoice: the price before tax against the cost of the goods (your stock cost, or the product's purchase price). It is never printed or sent to the customer.

Customer price lists (Standard plan and up)

Give some customers special prices, for example wholesale buyers or dealers.

1. Go to Settings › Quotes & price lists and click New price list.

2. Choose how it prices:

   • A percentage of your normal prices, e.g. 10% below;
   • My own price for each product: add products and type their price. Products not in the list keep your normal price.
3. Open the company and pick the list next to Price list in its details.

From then on, when you add a product to their quote, order or invoice, their price is used. The search shows the normal price crossed out and the list's name.

Ellibo Inventory uses the same price lists. A list made in one app works in the other.