Let a customer accept or decline online

The link in a quote email opens a page with your quote on it. Your customer needs no account and no download: they read it on a phone or a computer and accept or decline it there, with an optional comment. You’re told as soon as they look and as soon as they answer.

Who can do this

Your customer, from the link in the email or a link you copied. Notifications go to everyone who can open quotes; the acceptance email goes to Owners.

What the customer does

1. Open the link — The page shows your business name and logo, the quote number and title, “Awaiting your response”, Prepared for with their name, the validity date, every line, the Subtotal, Tax and Total, your Notes and your Terms & conditions. It fits a phone screen without scrolling sideways.

2. Decide — Under Your decision they can type in Add an optional comment…, then press Accept quote or Decline.

3. See the result — After accepting, the page shows Accepted and “You accepted this quote on” the date, and the quote can’t be answered again. After declining, it shows Declined and “You rejected this quote on” the date, with their comment.

How you’re told

• Viewed. When the customer opens the link, the quote’s Activity shows it and the list shows Viewed with a count. You get at most one “viewed” notification per quote per hour.
• Accepted. Everyone who can open quotes gets an in-app notification such as “Ananya Rao accepted quote QUO-0012.” Owners also get an email.
• Declined. The same people get “Ananya Rao rejected quote QUO-0012.”

On the quote’s page you see the status, “Accepted online by the customer on” the date (or “Declined online…”), and the customer’s comment.

When the link doesn’t open the quote

• If you’ve revised the quote, or the link is more than 30 days old, the customer sees This quote link has expired, with your logo, name, address, email and phone, and a note to contact you for the latest version. Copy a fresh link or send the new version.
• If the link was cut short or mistyped, they see This quote link isn’t valid, with no business details.
• If they try to answer a quote that’s already been answered or replaced, they see “This quote could not be updated. It may have already been responded to or the link may have expired.”
• Pressing the buttons many times in a row shows “Too many attempts — please wait a minute and try again.”

Caution

A quote past its Valid until date still opens from a working link and can still be accepted. If you no longer stand by the price, revise the quote.