Send a quotation to the customer
Send the quotation link by WhatsApp, email or SMS, or copy it into any chat, and see what changes when the customer opens it.
Send the quotation when its options and prices are ready. The customer gets a message with a link to a page where they compare the options and choose one.
Before you start
- You need permission to create and send quotations.
- The customer needs a mobile for WhatsApp or SMS, or an email for email.
- Your agency needs a quotation message for that channel in Settings → Message templates. Every agency has one for WhatsApp, email and SMS; add it again only if someone removed or turned it off.
- For WhatsApp, the system opens a chat on your device with the message ready, unless your agency connected WhatsApp in Settings → Connections. For email and SMS, the channel must be connected there, or the quotation is not sent.
Steps
- Open the quotation.
- Press Send on WhatsApp. Or open the ⋮ menu and choose Send by email or Send by SMS.
- If WhatsApp opens with the message ready, the message WhatsApp is open with the message. Press send there. appears. Send it there.
- Otherwise the message Quotation sent to … on WhatsApp (or by email, by SMS) confirms it.
The message goes in the customer's language. The standard WhatsApp message has the customer's name, the quotation number and title, the link, the valid-until date and your agency's name. You can change it in Settings → Message templates.
To share the link yourself, press Copy link (or Copy customer link in the menu) and paste it in any chat. Customer view opens the same page for you to check.
After you send it
- The status changes from Draft to Sent, and the button becomes Send again. This happens only when the message really went out, or WhatsApp opened with it. If the message was not sent, the quotation stays as it was.
- When the customer opens the link, the status becomes Opened by customer and a banner shows the date.
- If the quotation is linked to an open lead, the lead moves to Quotation sent (unless it is already further along) and the sending counts as its first reply.
- The quotation counts in Quotations sent on the leads board.
Note
Copy link does not change the status. A quotation shared only by copying the link stays Draft, and does not show Opened by customer when the customer opens it.
Warning
An expired, declined or accepted quotation cannot be sent: the send buttons are hidden. Extend an expired one first, and duplicate a declined one to send new options. See Duplicate, extend, decline or delete a quotation.
If something goes wrong
- Send on WhatsApp is greyed out (This customer has no mobile number): add a mobile to the customer's file.
- This customer has no phone number or This customer has no email: add the missing detail to the customer's file.
- No whatsapp template "Quotation sent" is set up. Add it in Settings → Message templates. (or email, sms): the quotation message for that channel is missing. Add it in Settings → Message templates.
- Email is not connected, so the quotation was not sent. Connect it in Settings → Connections, or copy the link and send it yourself. (or Text messages, WhatsApp): the channel is not connected. The quotation stays as it was. Connect the channel in Settings → Connections, or use Copy link.
- The quotation was not sent: … It stays as it was.: the connected service refused the message, for the reason shown. Check the connection in Settings → Connections, then send again, or use Copy link.
- This quotation has expired. Extend it first, then send it.: extend it, then send it.
- The customer declined this quotation. Duplicate it to send new options.: duplicate it and send the copy.
- The send buttons are missing: the quotation is expired, declined, accepted or booked, so it cannot be sent; or your role cannot send quotations.
More checks in The quotation cannot be sent, opened or changed.
Related articles
- When the customer accepts or declines onlineWhat the customer does on the quotation link, and what you see and do afterwards: the Accepted status, the banner, the task and the owner's phone.
- The quotation cannot be sent, opened or changedWhat to check when a quotation will not send, the customer did not get it, the link says expired, or you cannot edit or delete it.
- Build a quotation with optionsPrepare up to six options side by side for one customer, with prices, hotels and inclusions, and check exactly what the customer will see.
- How a quotation moves from draft to bookingEvery quotation status and what moves a quotation into it, how validity and automatic expiry work, and why a quotation locks after it is accepted.