- Quote Approval

The Quote Approval feature enables the user to include a URL on each quote that allows the customer to approve the quote online.

  • The customer clicks on the link, reviews the quote, and submits.
  • Once approved, an email notification is sent to the customer and the business and the quote is automatically converted to a Sales Order.
  • The quote approver's information is also captured on the quote and the converted sales order under Terms & Conditions.
  • The approver's signature is captured as an image in the sales order Attachments tab.
  • The Quote Approval page also lists other quotes pending review and approval in the left menu panel.

To begin, the Quote Approve URL must first be added to the Quote template located under Settings > Templates.

  • Select "Quote - Customizable"
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  • Click "Edit" to begin editing the template.
  • Click the Select Field Type drop-down box and select "Quote Fields".
  • Click the Select Field drop-down box and select "Quote Approve Url"
  • You will also see an "Quote Approve Url Link" option, this allows for entering your own customized text and is outlined further below.
  • The text "$quote_approvequote_url" should now appear in the "Copy Merge Field Value" box.
  • Copy this text (select the field with the mouse cursor and drag, then right click and select copy).
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  • Scroll down to the "Email Body" section and find an area in which the Approve Quote URL will display on the quote.
  • In the example below, we have added the URL under the "Comments" section of the quote.
  • Paste the copied text to the desired location.
  • Click "Save" to save changes.
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  • The URL will now display on the quote when the PDF is generated.
  • When the customer clicks on this link, they will be sent to an external page where they will approve the quote.
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The Approve Quote link can be customized with text if preferred. Follow the instructions from above on how to edit the Quote Template.

Once the template is open:

  • Click the Select Field Type drop-down box and select "Quote Fields".
  • Click the Select Field drop-down box and select "Quote Approve URL Link"
  • The text "$quote_approvequote_url_link" should now appear in the "Copy Merge Field Value" box.
  • Copy this text (select the field with the mouse cursor and drag, then right click and select copy).
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  • Scroll down to the "Email Body" section and enter the text that should appear on the quote.
  • For this example we have entered "Please click here to approve this quote".
  • Highlight this text, then select the "Link" icon on the Email Body Toolbar.
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  • Paste the field marker $quote_approvequote_url_link into this field.
  • Click "OK".
  • This creates a hyperlink so that when the customer selects the text a web page will open allowing them to approve the quote.
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  • Click "Save" to finish.
  • The URL will now display on the quote when the PDF is generated.
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Quote Approval Process

When the customer clicks on the Approve Quote link, they are directed to an external page.

  • Click the "Approve Quote" link on the Quote to begin.
  • A new page will open displaying the Quote.
  • Pending Quotes appear in the left menu panel and can also be selected for approval.
  • Click the "Approve Online Now" button to continue with the current quote approval.
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  • On the next screen, the customer will enter their billing information.
  • At the bottom of the form, the customer will check the terms box and sign the quote.
  • When finished, click "Approve Quote" to submit.
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  • The page below displays after the customer has approved the quote.
  • Additional quotes can be approved by clicking the next quote in the Pending Quotes list on the left menu panel.
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  • Navigate to Orders > Sales Orders and the Sales Order will appear in the list. Click on the subject to view the order.
  • In the "Terms & Conditions" section of the order, the approval information is shown.
  • The order is now ready for processing.
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