WorkQuotes
Submitting a Quote
How Send Quote works: pricing each service, sending the quote by email or text with a link to accept it online, and what changes once it is sent.
Sending a quote gets it to your customer by email or text, with a link to see it in full and accept or decline it online. It also locks in the service prices and moves the quote to Sent, ready to be confirmed.
Where Send Quote Appears
- Open quote detail view: The Send Quote button appears while the quote is Received or Pending. On a quote that has been sent it reads Send Again, for a reminder.
- Quick process routes: The planner’s quick-process popup has the same Send Quote button. On a worksheet, the popup only saves the prices, so the quote can be sent later from the quote itself.
- Handing it over yourself: If you gave the customer a printed copy instead, use Mark as Sent on the quote. It changes the status and sends nothing.
Pricing the Services
If any service on the quote is still missing its price, the price popup opens first. Once every service is priced, Send Quote goes straight to sending.
- Service rows: Every service on the quote is listed with its current pricing values.
- Pricing Type: You can still switch between Standard and Hourly Per Person here if the pricing approach changed since the quote was first created.
- Price or Rate Per Person Per Hour: Update the actual amount being quoted for that service.
- Duration and People: These appear for hourly pricing and must be filled properly so the line total can be calculated.
- Totals: The popup recalculates subtotal, VAT, and total from the service rows, giving you one last review point.
- Continue: Saves the prices, marks the quote as sent and opens the Send quote popup.
Sending It
The Send quote popup is Message Customers, opened for the quote. It goes to the person the quote is for, whether or not they are a customer yet, at the email address and mobile number on the quote. If the quote is for an existing customer, their choices about being emailed or texted are kept.
- How: Choose email, text, or either one, the same as any message.
- Templates: It starts with your Quote email and Quote text templates, which include the quote total and its link. Change the wording for this send, or edit the templates under Settings > Document Templates.
- Quote link: The link is made when you send, and stays the same if you send again. The preview shows an example. If your message leaves the link out, the popup warns you, because without it the customer cannot accept online.
- No attachment: The link shows the quote in full, so nothing is attached. Use Print on the quote if you want a PDF as well.
- Sending: The quote is marked as sent today, and the email or text appears in Communications.
Things That Block Sending
- No services: Work Planner will not send a quote with no services attached.
- Missing hourly details: Hourly-per-person lines still need duration and people values before the quote can be submitted properly.
- Confirmed or declined: Once a quote is confirmed or declined it can no longer be sent.
- Only admins and owners: Sending a quote is limited to admins and owners, as marking it sent already is.
What Changes After You Send
- Status becomes Sent: The quote leaves the working draft state and moves into Sent.
- Sent Date is recorded: The quote detail view shows when the quote was sent.
- Confirmation opens up: Once sent, the Confirm Quote action becomes available and the quote can be turned into live work.
- The customer can answer online: Accepting from the link confirms the quote for you and adds their jobs. Declining closes it. Either way you get a notification.
- Pricing is carried forward: The service pricing saved here is what the confirmation flow uses when it creates jobs.
Related articles
- Quote Detail View: Shows where the send action appears and where the sent date is displayed afterwards.
- Quote Service Pricing: Explains the pricing fields used in the send popup.
- Confirming a Quote: The next stage after the quote has been sent.
- Accepting a Quote Online: What your customer sees when they open the link.
- Message Customers Popup: The popup the quote is sent from.
- Quick-Process Popup: Covers the inline workflow that uses the same send step.