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Send a quote

1. Before your first quote: products and business details

Quotes are built from your product catalogue. Open Settings from the account menu, then Products and quotes. Everyone can read the catalogue; only an owner or admin can change it.

• Press Add a product to add one, and Set a price to give it a price in a currency. A product can have more than one price, for example monthly and yearly.
• Press Edit on a product to change its name, code, unit, VAT rate or billing period. Deals and issued quotes that already have it keep what they were written with.
• Under What every quote prints, an owner or admin fills in your legal name, tax id, address, how long a quote stays valid, its language, and your terms.
• Under Workspace currency and exchange rates, an owner or admin sets the currency that totals across currencies are shown in, and chooses whether to use European Central Bank rates. While they are on, a European Central Bank rate published after a rate you added replaces it; to keep your own rate for a period, such as a budget rate, turn them off. Under Add a rate, type the currency, the date it applies from, and how much of the workspace currency one unit is worth, for example 3.72.

A product you no longer sell can be archived.

2. Add products to a deal

Open the deal and find Products and quote. Press Add products, or Open the quote if it has some already.

Press Add a product and choose one. Only products with a price in the deal's currency are offered. Set the quantity and any discount. If the product's price in the catalogue is 0.00, a Unit price field appears so you can enter the price for this deal. The page shows the deal's total, and its monthly and annual recurring amounts, all before VAT.

3. Make and issue the quote

1. Press Start a quote. This makes a draft, addressed to the deal's main contact. If the deal has none, or you want someone else, choose them in Buyer on the draft and save it; without a buyer the quote cannot be issued.
2. Check the draft, then press Issue quote. Issuing freezes the prices and gives the quote its number. To change an issued quote, make a new version.
3. Press Download PDF to get the document, or Email to buyer.

Email to buyer does not send anything. It puts an email with the PDF attached in your drafts in Mail, for you to check and send.

4. Record the answer

To let the buyer answer without an account, press Copy the buyer link on an issued version; the link is copied and shown once (press Copy beside it if your browser did not copy it). Send it to the buyer yourself. While email sending is not switched on, this is the main button on the version and Email to buyer is greyed out, with a sentence saying why. The buyer sees the total and the PDF and presses Accept or Decline, the answer appears on the version, and you get a message in the bell. The link stops working after the quote's last valid day, or when you press Stop link, make a new one, void the quote or issue a new version. An answer through the link does not mark the deal won. Stop link stays on the version after the buyer answers, because until the link stops working it still opens the PDF.

Or, when the buyer answers some other way, press Mark accepted or Mark declined on the version. An expired quote can still be marked accepted. Press Void to cancel a version.

5. Discounts

If your workspace has a discount ceiling, the deal's products show it. A discount above the ceiling needs someone with the right to approve it, and the screen says who.

An owner or admin sets the ceiling on Products and quotes, under Discount ceiling: type the highest discount in percent and press Save ceiling, or leave it blank for no ceiling. Lowering it needs no more than that; raising it or removing it needs a role that may approve discounts.

6. What is not available

• Asking for a discount approval from the screen.
• The assistant cannot issue, send, accept, decline or void a quote, or make a buyer link.