Send a Quote for Approval
For admins and office staff · Updated 24 Sep 2026
Every quote has its own secure approval link. The customer doesn't need a login: whoever has the link can read the quote and answer it, so send it only to the person who decides.
Send It
- On the quote, choose Send Quote. The dialog opens with the customer's addresses on file.
- Check who it goes to, add any CCs, and choose a saved email template or keep the Built-In Wording.
- Leave the PDF box ticked to include a link to download the quote as a PDF. Choose Preview the Email to see it as the customer will.
- Choose the send button at the foot of the dialog. The quote moves to Sent and its estimate is locked.
To send the link another way, copy it from Secure Approval Link in the same dialog, then choose Mark as Sent once it has gone. Until a quote is sent, its link tells the customer it isn't ready and shows no prices.
If someone checks quotes before they go out, choose More, then Send for Internal Review first. It marks the quote as waiting for that check; it doesn't stop anyone sending it.
What the Customer Can Do
- Opening the link marks the quote Viewed, so you can see it has been read.
- They can choose between options and tick optional extras (options and extras).
- Accept This Quote needs their name and a signature, drawn or typed. They can add their purchase order number and comments.
- Request Changes needs their name and a comment saying what to change. The quote moves to Changes Requested.
- Decline needs their name and asks them to confirm. The quote moves to Declined and can no longer be accepted.
Their decision is on the quote's Approval & Audit tab: their name, email, purchase order number, the IP address and time, their comments and signature, beside the quote's full history.
When the Customer Says Yes Another Way
If they accept by phone or email, choose Mark Accepted on the quote. That also emails the customer a thank-you from your message automations, unless you've switched that automation off.
Deployr doesn't alert you when a customer answers on the link. Watch the quote's stage on the Quotes page.
Staff who aren't admins can email only addresses already in Deployr, such as a contact on the customer's record, so add a new address to the customer first. If some addresses can't be emailed, the rest still get the quote, and its history says who didn't.
The customer gets one email, from this dialog. Your quote-sent automation under Communications → Automations sends nothing more unless you set it to another channel, such as an in-app notice to the office.
More in Quotes
- Build and Price a QuoteStart a quote, add its lines from the price book or an assembly, and set markup, contingency, discount and a deposit before you send it.
- Give the Customer Options and Optional ExtrasOffer alternatives the customer picks one or any of, and extras they can tick, and see how each choice changes the price on their link.
- Change, Revise or Close a Sent QuoteEdit a quote when the customer asks for changes, make a new revision for anything else, and what happens when a quote is declined or expires.
- Turn an Accepted Quote Into a JobConvert an accepted quote into a job, and a project, draft purchase orders and a deposit or full invoice if you want them, in one step.