How to write a sales quote your customer accepts online
A good quote isn't a price table sent as a PDF followed by "looking forward to your reply". It's a document from which the customer quickly understands what they get, what it costs and what they need to do to say "yes". The simpler that last step, the faster quotes get accepted.
What a quote needs
- Who it's for and what for. The customer's name and their problem in their own words: "Servicing 12 air conditioners in the office on … Street", not "Services as per list".
- Clear lines. Each product or service on its own line, with quantity, price and any discount. The customer should see what they're paying for.
- The total, with and without VAT. No arithmetic left to the customer.
- Timing. When you start, how long it takes, when it's delivered.
- Payment terms. Deposit, balance, how many days after the invoice. This prevents a large share of later late payments.
- Validity. "Valid until 15 November." A quote with no deadline has no urgency.
- The next step. One button or one sentence: "To confirm, click 'Accept quote'."
What to leave out
- Too many options. Two, three packages at most. With five, the customer puts off choosing.
- Three pages of terms and conditions. They belong in the contract, not the quote.
- "From" prices. If you don't know the exact price yet, ask your questions before the quote, not after.
Send a link, not just a PDF
An attached PDF ends up in a downloads folder and gets lost. A link to the quote:
- opens on a phone without downloading anything;
- shows you when the customer opened it — that's the right moment to call;
- lets the customer accept on the spot, instead of "please send a confirmation email".
The PDF is still there for whoever needs it for the books.
Accepting online
The biggest obstacle to a "yes" is effort: print, sign, scan, send back. Online acceptance cuts that to a minute: the customer types their name, signs with a finger on their phone or with the mouse, and clicks a button.
The name, signature, date and time are kept. For agreeing to a sales quote this is usually enough. It isn't a qualified electronic signature: if the deal requires one by law or because the customer asks, use it for the contract.
If the quote doesn't suit them, the customer can decline it with a message. That's useful too: you learn the reason now, not after three weeks of silence.
How to do it in Intrawebix CRM
- Products live in the catalogue (Products) with price, VAT and unit, so you don't type them every time.
- A New quote is made from the deal's Quotes tab, linked straight to the sale. You add the lines, and Subtotal, Discount, VAT and Total are worked out for you.
- The validity, terms and default VAT rate come from Company details, for every quote.
- Client link creates the quote's public page. The quote shows when it was opened.
- The customer signs and clicks Accept quote. The answer and signature appear on the quote and in the deal's history, and you get a notification.
- Once accepted, Create invoice makes an invoice with the same lines, and Set deal amount carries the quote total into the pipeline.
If salespeople give away too much, Max discount without approval in Company details requires a manager's approval before the quote goes out.
After sending it
- Call when you see it's been opened, not at random the next day. The simple question: "Any questions about the quote?"
- If it hasn't been opened within two days, check it reached the right person.
- A day or two before it expires, remind them of the deadline. It's a real reason to get back in touch, not an excuse.
For the rhythm of follow-ups after a quote, see also the follow-up guide.
Quotes, online acceptance and invoices are included in every plan (see pricing); try them in the free 30-day trial.