Send the proposal to the customer and record the acceptance

Where to find it

In the menu, in Quotes, open the quote. Sending is the Send estimate button, next to Confirm estimate; recording the acceptance is the black Customer confirmed button, which shows up while the proposal is with the customer.

What it is

The full path of a formal proposal: your company freezes the quote, the PDF reaches the customer, and the acceptance they give comes back recorded in the system. This article summarizes the path; each step has its own article.

Step 1: Send estimate

Send estimate freezes the quote as it is, generates the PDF in a numbered version (v1, v2…) valid for 14 days, and locks the quote for editing and pricing. The status becomes Awaiting customer approval.

Freezing does not send anything to anyone. See Send estimate: freeze and deliver the PDF to the customer.

Step 2: Deliver the PDF

Delivery is up to you, right after sending, on the Estimate COT-… ready screen:

• Download the PDF (vN): you send the file however you like;
• Send to my WhatsApp: the PDF arrives on your WhatsApp, and you forward it to whoever needs it: the customer, or the seller who talks to them;
• Send to <seller>'s WhatsApp: shows up when whoever is sending is not the quote's seller: the PDF goes to the seller's WhatsApp, with your name in the message. If the quote is in a rep agency's queue, without a seller, and you can distribute its quotes, the option asks which member receives the PDF, and the quote becomes theirs. See Send estimate: freeze and deliver the PDF to the customer.

⚠️ The screen does not generate a link for the customer and has no copy-link option. The customer does not get an automatic message from Vendria either. What they have in hand is the PDF you sent.

To send it again later, the Send estimate button reopens the same options for the version that is with the customer. To just download it, use the Version PDF (vN) link at the top of the quote page.

Step 3: Record the acceptance with Customer confirmed

When the customer replies that they accept ("go ahead and invoice" on WhatsApp, by phone or email), open the quote and click Customer confirmed. In How did the acceptance arrive? (optional) say how it came and click Record and confirm.

The order closes, and the page shows Confirmed — recorded by <your name>, with the channel you entered. The acceptance is the customer's; the record is yours, and it carries your name. See Confirm the estimate: directly or after the customer accepted.

When the customer asks for a change

The proposal is frozen, so changing it requires sending it back to editing, and that voids the version the customer has. Whoever can edit the quote opens it, clicks what they want to change and confirms the notice. After revising, you send it again, and the customer receives the next version. See Edit a sent proposal: reopen, revise and resend.

When the customer declines, or disappears

• Declined: use Other actions → Reject, with the reason.
• Did not reply: at the end of the validity period the quote expires on its own and becomes Expired. See The quote's validity period, and what happens when it expires.

Why the acceptance is recorded in the name of whoever recorded it

A customer who replies outside the system does not need to repeat anything: you just record it. In return, the system saves who recorded it and when, and keeps which version the customer had in hand. In a future dispute ("you sent me a different price"), the answer is the PDF of that version, which stays available byte by byte.

Common questions

• Can I confirm without sending the estimate? Yes. Confirm estimate closes it directly. If the customer record requires review, the screen asks before closing.
• The customer accepted an old version. If the proposal went back to editing afterwards, the old version is no longer valid. Send the new one and record its acceptance.
• I recorded the acceptance on the wrong quote. A confirmed order does not go back to being a quote on screen; cancel the order and carry on with the right quote.