Sending Quotes to Clients

Once your quote is ready, send it to your client for review and approval.

Sending a Quote

From the Quote

1. Open the quote
2. Click Send Quote
3. Review the email preview
4. Click Send

While Creating

When creating a new quote, click Save & Send instead of Save Draft to send immediately.

What the Client Receives

Your client receives an email containing:

• Your company logo and branding
• A summary of the quote amount
• A View Quote button

When they click the button, they're taken to their Client Portal where they can:

• View full quote details
• Download a PDF
• Approve or decline the quote
• Request changes

Magic Links

Clients don't need to create an account or remember a password. The email contains a secure magic link that logs them in automatically.

Tracking Quote Status

Viewed Status

When a client opens their quote, the status changes from Sent to Viewed. You'll see:

• The exact time they viewed it
• How many times they've viewed it

Notification

You receive a notification when a client views your quote, so you know they're considering it.

Following Up

If a quote hasn't been viewed or actioned:

Resend the Quote

1. Open the quote
2. Click More → Resend
3. The client receives another email

Send a Reminder

1. Open the quote
2. Click More → Send Reminder
3. A gentler follow-up email is sent

When to Follow Up

• Not viewed after 2-3 days - Resend in case it went to spam
• Viewed but no response after a week - Send a reminder
• Approaching expiry - Final reminder before quote expires

Quote Expiry

Quotes automatically expire based on the Valid Until date you set.

When a quote expires:

• Status changes to Expired
• Client can no longer approve it online
• You can extend the validity and resend if needed

Extending an Expired Quote

1. Open the expired quote
2. Click Edit
3. Update the Valid Until date
4. Save and resend

Client Responses

When Client Approves

1. You receive a notification
2. Quote status changes to Approved
3. Quote can be converted to a job

When Client Declines

1. You receive a notification
2. Quote status changes to Declined
3. Client may provide a reason (optional)

When Client Requests Changes

1. You receive a notification with their feedback
2. Edit the quote as needed
3. Resend the updated version

Email Customisation

Default Message

Set your default quote email message in Settings → Email Templates → Quote Sent.

Per-Quote Message

When sending, you can customise the message for that specific quote without changing your default.

Troubleshooting

Client didn't receive email

1. Check spam/junk folder
2. Verify email address is correct
3. Resend the quote
4. Try an alternative email address

Client can't open quote

1. Check link hasn't expired (valid for 7 days)
2. Resend to generate a fresh link
3. Ensure they're clicking from the original email

Next Steps

When your quote is approved, convert it to a job.