Send a quotation and record acceptance
Freeze a version of the quotation for the customer, and record that the customer accepted it.
Before you begin
- The quotation is a saved draft with at least one line.
- It has not expired. A quotation whose Valid until date has passed cannot be sent or confirmed.
- You need document.draft.
Send the quotation
- Open the quotation and go to the Quotation tab.
- Optionally use Quotation template and Apply template to add standard lines, optional products, validity and terms (see below).
- Press Send quotation.
The system shows "Quotation sent: a new version is frozen." Version 1 appears in the version list as Sent, with a reference hash that identifies exactly what the customer was shown. The customer's acceptance link is displayed on the tab.
If you press Send quotation again without changing anything, the system refuses: 'Version 1 already says exactly this.' Send that same version again from the mail screen instead.
If the customer accepts by link
The customer opens the link without signing in and sees the company, quotation number and version, the lines (item, quantity, unit price, amount), untaxed amount, tax, total and the validity date. They type their name in Your name and press Accept quotation.
The page then reads "Accepted by <name> on <date>. Thank you." and the quotation shows Accepted - by link.
The link only accepts the latest, unexpired, unchanged version:
- If you sent a newer version: 'This version has been replaced by a newer offer. Please use the latest link.'
- If the date has passed: 'This offer expired on <date>. Please ask for a renewed quotation.'
- If the name is empty: 'Say who accepted it.'
If the customer accepts another way
- On the Quotation tab, fill Accepted by (the customer's name).
- Fill Evidence (signed copy, email) with what proves it, for example "Signed PDF received by email".
- Press Record acceptance.
You see "Acceptance recorded." and the version shows Accepted with the name and who recorded it. Both fields are required: 'Say who accepted it.' and 'Say what the acceptance was - a signed copy, an email.'
Change a quotation after sending
If you edit a sent quotation and send it again, version 1 becomes Replaced and version 2 is Sent. The old link stops working.
If the customer already accepted, editing is refused: 'The customer accepted version n of this quotation. Revise it to change it.' Press Revise to reopen it ("Quotation open for changes again."), edit, and send a new version.
Optional products and templates
- Optional products are extras you offer without putting them in the total. Add a product, a quantity and an optional price (blank takes the price list), then Save optional products. When the customer wants one, press Add to quotation: it becomes a line, the totals change and the option shows Added. You can offer up to 50.
- Apply template adds the template's lines and optional products, sets Valid until from the template's days, and copies the template's terms into the notes if they are empty. The message is "Template applied." Only active templates are offered.
What happens next
An accepted quotation is ready to confirm. See Confirm an order and handle credit holds. The report Sales > Reporting > Quotation conversion lists each sent quotation and what became of it.
Good to know
- Confirming does not wait for acceptance. The system checks validity, customer PO, Incoterm, price approval and credit, but not whether a sent version was accepted. Your company decides whether acceptance must come first.
- The same staff member who drafted and sent a quotation can record its acceptance. Keep the evidence text specific so a reviewer can check it.
- Text typed by the customer or in notes is shown as text, never run as code.