The short answer: send the quote as a link, not just an attachment. Your customer opens it, reads it and clicks Accept with their signature, or Decline. You see the answer straight away, and one click turns the accepted quote into an invoice.
Why quotes get stuck
Most small businesses still quote the same way: a Word or Excel file, saved as a PDF and emailed. Then the waiting starts.
- You never know if it was opened. The PDF sits in an inbox with forty other attachments.
- The “yes” arrives anywhere. A WhatsApp message, a phone call, a reply to the wrong email. It is easy to miss, and harder to prove later.
- You chase by memory. Nobody reminds you that the quote you sent two weeks ago is about to expire.
- Then you type it all again to make the invoice, and hope the numbers still match.
Every one of those steps costs you time, and some of them cost you the job.
How online quote acceptance works
In CRM Online a quote is a page your customer can open, not just a file. This is the whole flow:
- Build the quote from your saved items. Pick your products and services instead of typing them out; 15% VAT is worked out on every line, with your logo, VAT number and standard terms already on it.
- Send it. The quote goes out by email with a secure link and the PDF.
- Your customer opens the link. They can read it, download the PDF, and then accept it with a signature or decline it.
- You see the answer in your CRM. The quote’s status changes, so you know where every quote stands: draft, sent, accepted, declined or expired.
Want to see it done? Our free video lesson How to create a quote takes four minutes.
What to put on a quote so it gets accepted
A quote that is easy to say yes to answers every question before the customer has to ask it:
- A clear description of each item: what you will do or supply, and how much of it.
- One clear total. If you are a VAT vendor, show 15% VAT separately and the total the customer will pay.
- How long the price is valid. Thirty days is common; it also gives you a reason to follow up.
- Your terms: deposit, payment terms and anything excluded.
- How to accept. With an online quote that is one button, which is the point.
See a full example, with every part explained, on our quotation template page.
Follow up without phoning
Set how many days a quote is valid and CRM Online can send expiry reminders for you. Add notes, tasks and your own reminders to each quote, so the follow-up does not live in your head. And because you can see which quotes are still open, you know exactly who to call this week.
After the yes: no retyping
This is where an online quote really pays off. Once it is accepted, one click turns it into:
- an invoice (or a draft invoice to check first),
- a project with tasks for your team, or
- a job card for the people going to site, with the Job Card module.
Your customer can also see their quotes and invoices at any time in their own customer portal.
Frequently asked questions
Is an online quote acceptance legally valid?
An accepted quote is evidence that your customer agreed to the price and terms. Online acceptance with a signature gives you a clear record of who accepted and when, which is far stronger than a verbal “go ahead”. For anything unusual, ask your attorney.
Can my customer accept a quote on their phone?
Yes. The quote opens in any browser, on a phone, tablet or computer.
What if my customer wants changes?
Copy the quote, make the changes and send the new version. Every version stays on the customer’s record.
Read more: Quote software · Pricing · Free video course
Easy invoicing: turn an accepted quote into a tax invoice in one click