This article picks up where The Quote Wizard ends: you
have a saved quote. It covers what each status means, how a quote reaches the
customer, what the customer sees and does, and how an accepted quote turns
into jobs, an invoice or recurring service.
The statuses
| Badge | What it means |
|---|---|
| Draft | Saved but not sent. Only your team has seen it. |
| Sent | Delivered by email or text, waiting for the customer's answer. |
| Accepted | The customer accepted online, or your team recorded the acceptance. |
| Approved · Activate | An accepted recurring quote whose service hasn't been activated yet. Nothing bills or gets scheduled until someone clicks Activate Service. |
| Approved · Deposit due | An accepted one-time quote whose deposit is required to confirm the booking and hasn't been paid or waived yet. |
| Declined | The customer declined, or your team marked it declined or withdrew it. |
| Expired | A draft or sent quote whose Valid until date has passed. |
Three of these are worked out on screen rather than saved on the quote:
or Sent, so you can still resend it or mark it accepted. A quote is valid
through the end of its Valid until day. Accepted and declined quotes
never expire.
waiting on one more step. The badge goes back to Accepted once service is
activated, or the deposit is paid or waived.
The quote's details (click any row) explain each status from the ⓘ beside
Status.
Sending a quote
Open the quote and click Send Quote (a draft) or Resend Quote (a quote
already sent). The same choice is in the row's ⋯ menu on the Quotes list.
The send dialog has three fields:
this one send, separating addresses with commas. Manage recipients
changes who gets this customer's quotes every time; see
Billing Recipients and
Then pick Send Email (Resend Email on a resend), Text, or
Email + Text.
The email is branded with your logo and color. Its subject is
"Quote <number> from <your company>". It lists the items and totals, your
notes and terms, attaches the quote PDF, and carries a
Review & Accept Quote button that opens the customer's quote page.
The text says the quote is ready, gives the total and the link to review
and accept, and your phone number. It needs your company's texting set up; if
it isn't, or the customer has opted out of texts, the text is skipped and the
dialog tells you why.
After a successful send, a draft becomes Sent and Last Sent shows the
time. Resending a quote keeps its status. In the list, the badge under the
status shows how the last email did (Sent, Delivered, Opened,
Clicked or Bounced) and how many times it was resent.
Copy quote link (in the ⋯ menu) copies the customer's quote page link
so you can send it any way you like.
If your company tracks item movement, sending a quote also holds the units on
it for a while so they aren't booked elsewhere.
What the customer sees
The link opens a page with your branding. No login or account is needed.
The page shows the quote number, who it's prepared for, the items and totals,
the service address, delivery details, Quote valid until (when the quote
expires), your Notes, and Terms & conditions (collapsed, tap to open).
A recurring quote with a site plan shows the proposed unit placements on a map
the customer can adjust. A quote with Good / Better / Best options asks the
customer to choose one; see
To accept, the customer types their full name under Sign & accept and
taps Accept & continue (or Accept & pay deposit when a deposit is
required to confirm). The page says their typed name is recorded as their
electronic signature. PortaPro saves the name, the time, and the browser and
network it came from.
To decline, the customer taps Decline, can add an optional reason
("Mind telling us why?"), and taps Confirm decline. The reason appears on
the quote's details.
The page refuses to accept a quote that is still a draft (it reads "Quote
being revised"), one that was declined, and one past its valid-until date.
The first time the customer opens the link, PortaPro records that the quote
was viewed.
What happens when the customer accepts
Your admins and dispatchers get a Quote Updates notification (bell, push
and email follow each person's Settings → Notifications choices). A decline
sends one too.
What happens next depends on the kind of quote and two settings under
Settings → Finance → Quotes → When a customer accepts:
| Quote | What acceptance does |
|---|---|
| Recurring, with Activate service automatically when a customer accepts off (the default) | Records the signature. The quote reads Approved · Activate. Nothing is added to the rate card and nothing is scheduled until someone clicks Activate Service. |
| Recurring, with that setting on | Adds the units to the site's rate card, places the pins and schedules delivery right away. |
| One-time, with a deposit required to confirm | Creates the deposit invoice and sends the customer to pay it. Jobs are created once the deposit is paid or waived. See Deposits. |
| One-time, with a deposit that is requested but not required to confirm | Creates the deposit invoice and, unless the setting below is Wait for the office to convert manually, the job(s). |
| One-time, Invoice immediately and offer card payment (the default) | Creates the job(s) and an invoice the customer can pay by card right away. An event quote follows your event invoicing timing (Settings → Finance → Cycle Billing) and may be invoiced on delivery or pickup day instead. |
| One-time, Wait for the office to convert manually | Records the signature only. Your team creates the invoice and jobs. |
If automatic conversion fails after the customer accepts, their acceptance
still stands, and a note is added to the customer's activity telling your team
to open the quote and retry.
Recording an answer yourself
When a customer says yes or no on the phone or in person:
recurring quote, the Activate Service dialog opens next. On a one-time
quote nothing else happens automatically; use Create Invoice or
Convert to Job.
A declined quote can be reopened with Resend Quote.
Turning an accepted quote into work
What the ⋯ menu and the quote's details offer on an accepted quote:
One-time quotes
the quote's lines, notes and totals. It is offered until an invoice exists.
A quote converts to one invoice only.
deposit. See Deposits.
copied to the job"). Create Job makes the job, linked to the quote, on
the quote's scheduled date (today if it has none), at the quote's site, and
reserves the equipment. A quote with only services becomes a service job;
an event quote becomes a delivery and pickup pair. A quote converts to jobs
once; a second try says a job already exists. Only accepted quotes can be
converted.
Recurring quotes
billing starts. It adds the units to the site's rate card, places the
proposed pins and schedules the delivery job. There is no Create Invoice
on a recurring quote, because the rate card bills it each cycle. See
A quote with Good / Better / Best options must have one option chosen before
it can be invoiced or converted.
On a phone, swipe an accepted quote card left for Invoice and Job.
Changing a quote after it's sent
Rev 1, Rev 2 and so on, keeps the same quote number and link, and
puts it back to Draft. Until you send it again, the customer's link
reads "Quote being revised" and can't be accepted.
seen keeps its number and moves to Declined instead.
Reminders before a quote expires
Under Settings → Finance → Quotes → Expiration & acceptance:
New quotes are valid for sets the number of days.
a reminder (the same PDF, an "expires soon" note and the accept link) the
set number of days before it expires. Reminders go out at 8:00 AM UTC, once
per quote, to the customer's Sales recipients.
The Quotes tab's Pipeline view lists sent quotes expiring in the next 14
days so you can follow up yourself.
Quote PDFs
Download PDF in the quote's details) saves it as `Quote-<number>.pdf`.
Printing and Mailing Invoices.
watermark. The copy attached to the customer's email never does.
expiration is on), the line items and totals, deposit terms, your notes and
terms, and, where they apply, the site plan map and event layouts.
Settings → Finance → Invoices.
Agreements
Send Agreement in the quote's details opens the agreement wizard for this
quote, so the customer can e-sign a rental agreement alongside it.