WorkQuotes
Accepting a Quote Online
What your customer sees when they open a quote’s link, and what happens when they accept or decline it.
When you send a quote by email or text, it carries a link. The link opens the quote on a page of its own, with your logo or business name at the top, and buttons to accept or decline it. Your customer doesn’t need an account or a password, and it works on any phone or computer.
What Your Customer Sees
- The quote: Its reference and date, and who and where it’s for.
- Each service: Listed with its price. A service priced per person per hour shows how that was worked out, such as 2 people x £20.00/hr 1h 30m.
- Totals: If you are VAT registered, the subtotal and VAT come before the total.
- How often: A quote on a schedule shows the price for Each visit, with how often underneath, such as Every 4 weeks. A one-off quote shows its Total.
- Documents: The PDFs you send with every quote, such as your terms and conditions, listed to download before the Accept quote button. They stay on the page once the quote is accepted. You add them on the Quotes tab of Organisation Information.
- Accept quote: The main button.
- Don’t want to go ahead?: Opens a Decline quote button, so a quote isn’t declined by a slip of the finger.
- Questions: Your phone number, email address and website, so they can ask before deciding. These come from your Organisation Information.
The figures are the same as on the quote screen and on a printed quote. If you change the quote after sending it, the link shows it as it is now.
When They Accept
- Confirmed for you: The quote is confirmed straight away, as Confirm Quote does: Work Planner finds the customer with the same name and email address, or adds them, and creates a job for each service on the quote’s schedule, with the quote’s photos.
- Their messages come too: The emails and texts the quote was sent with move onto the customer, so their history starts with the quote.
- You are told: A Quote accepted notification appears in the bell under Customer activity, and on your phone if you have notifications turned on. It opens the quote.
- They are thanked: The page says they accepted on that date and that you’ve been told.
- If your plan has no room for more jobs: The acceptance is still kept. The quote stays Sent with a note saying the customer accepted online, and the notification asks you to confirm it. Make room, then use Confirm Quote.
When They Decline
- The quote is declined: Its status changes to Declined, and the quote screen says it was declined online and when.
- You are told: A Quote declined notification, the same way as an acceptance.
- What they see: That you’ve been told, and to get in touch if they change their mind, with your contact details.
After They’ve Answered
- The link keeps working: It shows what they chose. They can’t change their answer online, so a change of mind is a conversation with you.
- If you answer first: If you confirm or decline the quote yourself, the link says it has already been accepted, or can no longer be accepted.
- Sending again: Send Again on a sent quote sends the same link, for a reminder.
Good to Know
- Keep the link to them: Anyone with the link can see the quote and answer it, so send it only to the person it’s for.
- Not sent yet: A quote that hasn’t been sent has nothing to accept, and its link would say it isn’t ready.
- A mistyped link: Shows Quote not found, without saying whether a quote exists.
Related articles
- Submitting a Quote: Pricing a quote and sending it with its link.
- Confirming a Quote: What confirming does, whoever does it.
- Quote Detail View: Where you see how the customer answered.
- Message Customers Popup: The popup the quote is sent from.
- Unread Replies Badge: The bell, where accepted and declined quotes show.
- Notification Settings: Choosing whether you’re told about quotes, with customer payments and Direct Debits.