# Send estimate: freeze and deliver the PDF to the customer

> Freeze the quote in a numbered version and deliver the PDF to the customer by download or through your WhatsApp.

Source: https://vendria.com/en/ajuda/enviar-para-conferencia-pela-tela

## Where to find it

In the menu, in **Quotes**, open the quote. At the top of the page, click the
**Send estimate** button, to the left of **Confirm estimate**: its description
says *"freezes the estimate and generates the PDF for the customer"*.

The button shows up while the quote can be worked on: in **Draft** or in
**Waiting**. With the proposal already in the customer's hands it stays there, but it does not
freeze again: it reopens the delivery options for the version the customer has. To
change the proposal, click what you want to change on the quote and confirm the notice: it
goes back to editing (see [Edit a sent proposal: reopen, revise and resend](/en/ajuda/retomar-uma-proposta-enviada)).

## What "Send estimate" does, and what it does not do

Clicking **Send estimate** freezes the quote and generates the PDF right away: there is no
confirmation window along the usual path. It does three things, in this order:

1. takes a snapshot of the quote as it is now and turns that snapshot into a
   **numbered version** (v1, v2, v3…);
2. generates the **PDF of this version**, valid for **14 days**;
3. locks the quote for editing and pricing: it starts showing as
   **Awaiting customer approval**.

⚠️ **Freezing does not send anything to anyone.** The customer gets no automatic
message. After the click, the **Estimate COT-… ready** window shows up, which
says *"It hasn't left here yet: choose below how it goes."* Delivery is
the next step, in that window: download the PDF, send it to your WhatsApp or
to the quote seller's WhatsApp. Whoever delivers the estimate is you.

## The validity

Nobody chooses the validity: it is always **14 days**. It counts from the
moment of sending, and it is the deadline printed on the PDF. Once that deadline passes with no reply, the quote expires on its own and starts
showing as **Expired**. See [The quote's validity period, and what happens when it expires](/en/ajuda/prazo-e-vencimento-da-cotacao).

## Who the proposal goes to

The recipient is the customer contact linked to the quote. The window only opens
before sending when there is something for you to decide, a block or an error, and then
it shows the **Recipient**. If there is no linked contact, it says
*"no linked contact: the customer receives the PDF, and the confirmation is
recorded by you ("Customer confirmed")"*. Not having a contact **does not prevent**
sending.

When that window opens and the customer has already received earlier versions of this
document, it also warns: *"The customer has already received 2 versions of this estimate.
This sending replaces the previous one."* Without the window, the warning does not show, but the
rule is the same: the new version replaces the previous one.

## How to deliver the estimate after sending

On the **Estimate COT-… ready** screen there are two delivery options, and a third
when the quote belongs to another seller:

- **Download the PDF (vN)**: downloads this version's file. You send it however
  you like: WhatsApp, email, whatever you use.
- **Send to my WhatsApp**: the PDF arrives on **your** WhatsApp, and from there 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 administrative staff, for example): the PDF goes to the
  seller's WhatsApp, with your name in the message. If the quote is still in
  a rep agency's queue, without a seller, and you can distribute its
  quotes, the option asks which member receives the PDF, and it comes with that member already chosen
  when the rep agency has only one. On sending, the quote becomes that
  member's. Without a seller outside that case, the option shows locked and says why.

Sending through Vendria is only by WhatsApp. Whoever has no phone number registered gets
a notice saying where to register it. Yours is in **My Account**. An in-house
seller's, in **Users**. A rep agency's seller registers theirs in
**My Account**, or the rep agency's Partner registers it in **My Team**.

Closed the window? While the version is with the customer, the **Send
estimate** button stays at the top of the quote.
It reopens the same options for that version's PDF, without generating a new version.

There is no copy-link button and no direct sending to the customer in this window. The
file is always the same: the exact bytes of this version.

## When the PDF does not arrive on WhatsApp

Each sending option shows what happened, right below it:

- **"Sent. Check your WhatsApp."**: it arrived.
- An amber sentence explaining why it did not go out. One of them is about WhatsApp's
  24-hour window, and it counts the conversation of whoever receives it: in **Send
  to my WhatsApp**, if it has been more than a day since you exchanged messages with
  the store's number, send it any message and try again; in
  **Send to <seller>'s WhatsApp**, the window is the seller's, and the sentence
  asks them to send the message. Another is not having a phone number registered: the
  notice says where to register it.
- A red sentence starting with *"I couldn't reach the server"*:
  a connection failure; then it is worth trying again.
- The paused-AI sentence: sending on WhatsApp does not go out when your account has
  the credit pause turned on and the month's credit ran out, when there is an overdue AI
  invoice, or when the AI subscription has not been paid yet. The sentence says
  which of the three it is, when it comes back and what solves it before then.

In any of these cases, **Download the PDF (vN)** keeps working.

## Sending on WhatsApp uses 1 credit

Each sending that Meta confirms as delivered on WhatsApp, to you or to the
seller, uses 1 AI credit from the account. What does not arrive does not cost anything: neither what the
screen already warns did not go out (the amber sentence explains why), nor what
WhatsApp refuses later, such as a number that does not receive messages. The debit
shows up within a few minutes after delivery.

The sending shows up in the **Actions** menu as *Estimate sending*, with the credit in the
**Credits** column when it is turned on for your account. While delivery
is not confirmed, the column shows a dash. Clicking the same sending again right
after does not cost anything either: the window replies that it has already been sent. Downloading the PDF
never uses credit.

## The stock decision before freezing

If some item does not have enough stock and nobody has decided what to do, the
window shows, before sending, a red block *"N items don't have enough
stock and nobody has decided what to do"*, with three choices:

- **Send the ordered quantity anyway**: it comes already selected. The ordered
  quantity goes in full to the order and to the customer's file.
- **Send only what's in stock (N)**: for items with a partial shortage: the
  line keeps what the store has today, and what is missing is noted in
  **Future demand** to sell later. It can come back to this order.
- **Send only what's in stock, without the pre-sale (N)** (in a store that does not
  count pre-sale: **Send only what's in stock and remove what isn't**):
  each item with a shortage keeps only what is on the shelf, and what is missing is
  noted in **Future demand**. An item with no stock at all leaves the estimate (it does not
  go in the customer's file or in the order) and does not come back to this estimate: its price and
  allocation are lost.

The last two only show up when there are items in that situation. The choice is
applied **before** freezing, because afterwards the proposal stays locked: changing the
quantity requires sending the quote back to editing, which voids the
version the customer has. See [Stock on the quote: the shortage warning and the ways out](/en/ajuda/estoque-na-cotacao).

## Items not in the catalog leave the proposal

Lines with a code that is not in the catalog show up in an amber block: *"N items
don't go into this estimate. They leave the file the customer receives, and the
file tells them so, with code and quantity."* This **does not lock** sending.
Those items are automatically recorded in **Future demand** at the moment of
sending: you don't need to click anything for that.

## When a window shows up before sending

If there is something to decide (stock shortage, item not found in the catalog,
a removed line or one in pre-sale) or something that prevents sending, the click opens a
window with the choice, and sending only happens when you click **Send**
in it. While stock is still being checked, the window says *"Checking
stock…"* and waits.

## When the Send button is locked

There are two cases, and the sentence next to the button says which it is:

- **A line with zero quantity**: *"To unlock it, close and fix the quantity
  in the table, or remove the line from the order."* The customer would receive a total that does not
  add up.
- **An empty proposal**: all lines are not in the catalog (or zeroed), and the
  customer would receive a file without any items: *"No item goes into the proposal
  … Close and use “Search the catalog” on the line to point to the right code for
  at least one item."*

A quote with no lines at all does not freeze either: sending replies that the
quote has no items.

## What the PDF shows and what the order carries, when they differ

In two cases the window warns *"What the customer sees and what will be invoiced
differ on this order"*:

- there is a line you chose to **remove** because of a stock shortage: it stays on the
  PDF, which shows what the customer asked for, and does not go into the ERP order;
- there is committed **pre-sale**: on the PDF it is a single line, and in the ERP it becomes two
  orders, the regular one and the pre-sale one. The total matches; the order count does not.

## After sending

The quote stays **Awaiting customer approval**, and on the list it shows as
**Waiting for customer · N days ago** (counted from the most recent sending). On the page
there is the **Quote sent** strip, which says you can keep editing and
that the changes go into the next version, and the **Version PDF (vN)** link, which downloads again the
exact file you delivered.

When the customer accepts, record it with **Customer confirmed**. See [Confirm the estimate: directly or after the customer accepted](/en/ajuda/confirmar-o-orcamento).

## Common questions

- **I froze it, but the customer says they got nothing.** Freezing does not send.
  Open the quote, download the **Version PDF (vN)** and send it to them.
- **Can I send the PDF from the Export menu?** For the proposal, prefer the **Version
  PDF**: it is the frozen snapshot. The files from the **Export** menu are
  generated on the spot, from the document as it is, and may bring internal fields that
  the version PDF hides.
- **I want a different validity.** It is always 14 days and cannot be chosen.
  Resending (after going back to editing) starts a new 14-day period from
  the resend.
- **I don't see "Send estimate".** The quote has already been confirmed, rejected,
  canceled or has expired (on an expired one, it first goes back to editing, on the first
  change you make). With the
  proposal in the customer's hands it stays there, and reopens the delivery options for the
  version the customer has.