Enable customers to accept quotes online with digital signatures, streamlining your quote-to-job workflow.
Overview
Online quote acceptance allows customers to review, accept, and sign quotes digitally through a secure portal. This eliminates phone calls, emails, and paperwork while creating a professional customer experience.
Benefits of Online Acceptance
- Faster decisions: Customers can accept immediately
- Professional image: Modern, digital-first approach
- Legal protection: Digital signatures are legally binding
- Automatic workflow: Accepted quotes become jobs instantly
- 24/7 availability: Customers can accept anytime
- Reduced admin: Less back-and-forth communication
Enabling Quote Acceptance
System Setup
- Go to Settings → Quotes → Customer Acceptance
- Toggle "Enable Online Quote Acceptance" to ON
- Choose acceptance requirements (signature, terms, etc.)
- Configure automatic actions after acceptance
- Save settings
Quote Portal Settings
- Secure access: Unique, time-limited links for each quote
- Mobile-friendly: Works on phones, tablets, and computers
- Branded experience: Matches your business colors and logo
- SSL encrypted: Secure transmission of all data
Customer Acceptance Process
How Customers Accept Quotes
- Receive quote email: Quote with "View & Accept" button
- Click acceptance link: Opens secure quote portal
- Review quote details: All services, pricing, and terms
- Accept terms: Check "I agree to terms and conditions"
- Provide signature: Digital signature using mouse/finger
- Submit acceptance: Confirm quote acceptance
Customer Portal Features
- Quote overview: All line items, prices, and totals
- Service descriptions: Detailed work to be performed
- Timeline estimates: Expected start and completion dates
- Terms and conditions: Clear contract terms
- Contact information: Easy way to ask questions
Digital Signatures
Signature Requirements
Configure what signatures are required for quote acceptance:
- Customer signature: Required for all acceptances
- Property owner signature: For tenant/landlord situations
- Witness signature: For high-value quotes
- Business authorization: For commercial customers
Digital Signature Features
- Multiple input methods: Mouse, touchpad, or finger on mobile
- High resolution: Clear, professional-looking signatures
- Legally binding: Meets digital signature legal requirements
- Permanent storage: Signatures saved with quote permanently
- Timestamp recorded: Exact date and time of signing
Terms and Conditions
Standard Terms
Include essential business terms that customers must accept:
- Payment terms: When payment is due and methods accepted
- Work schedule: Expected timeline and scheduling flexibility
- Material changes: How price changes are handled
- Warranty terms: What's covered and for how long
- Cancellation policy: Procedures for canceling work
Custom Terms
- Industry-specific: Specialized terms for your trade
- Project-specific: Special conditions for individual jobs
- Seasonal considerations: Weather-dependent work terms
- Safety requirements: Customer responsibilities during work
Automatic Actions After Acceptance
Quote-to-Job Conversion
When customers accept quotes, Toolfy can automatically:
- Create job: Convert accepted quote to scheduled job
- Send confirmation: Email confirmation to customer
- Update status: Change quote status to "Accepted"
- Generate contract: Create formal work agreement
- Schedule work: Add to your calendar
Team Notifications
- Email alerts: Notify you of accepted quotes
- SMS notifications: Text alerts for immediate attention
- Dashboard updates: Real-time status updates
- Calendar sync: Automatic scheduling integration
Customizing Acceptance Experience
Branding Options
- Company logo: Display your business logo prominently
- Color scheme: Match your brand colors
- Custom messaging: Personalized welcome and thank you messages
- Contact details: Your business information and support contacts
Acceptance Flow Customization
- Required fields: Additional information to collect
- Optional fields: Preferred start dates, special requests
- Confirmation screens: Custom thank you and next steps
- Redirect options: Send customers to your website after acceptance
Managing Accepted Quotes
Acceptance Dashboard
Track all quote acceptances in one place:
- Recent acceptances: Latest quotes accepted
- Acceptance rate: Percentage of quotes accepted
- Pending follow-up: Accepted quotes needing action
- Signature verification: Review all signed documents
Follow-Up Actions
- Confirm receipt: Call or email customer to thank them
- Schedule work: Coordinate timing with customer
- Order materials: Purchase necessary supplies
- Prepare team: Brief technicians on job requirements
- Send reminders: Job reminders before work begins
Legal Considerations
Digital Signature Validity
- Legally binding: Digital signatures have same legal weight as handwritten
- Evidence trail: Complete audit trail of acceptance process
- Identity verification: IP address and email verification
- Tamper protection: Signatures cannot be altered after signing
Contract Formation
- Offer and acceptance: Quote constitutes offer, acceptance creates contract
- Consideration: Exchange of money for services
- Capacity: Ensure customer has authority to accept
- Legality: All terms must be legal and enforceable
Security and Privacy
Data Protection
- SSL encryption: All data transmitted securely
- Secure storage: Encrypted storage of signatures and documents
- Access controls: Only authorized users can view signatures
- GDPR compliance: Meets data protection requirements
Privacy Safeguards
- Unique links: Each quote has unique, secure access link
- Time-limited access: Links expire for security
- IP logging: Track access for security purposes
- Audit trails: Complete record of all activities
Customer Communication
Quote Delivery Email
Subject: Your quote is ready - View & Accept Online
Hi [Customer Name],
Thank you for your interest in [Business Name]. Your quote for [Service Description] is ready for review.
Quote Total: £[Amount]
You can review all details and accept this quote online:
[View & Accept Quote Button]
Benefits of accepting online:
✓ Secure digital signature
✓ Instant confirmation
✓ Work scheduled automatically
✓ Available 24/7
Questions? Just reply to this email or call us at [Phone Number].
Best regards,
[Business Name]
Acceptance Confirmation
Subject: Quote Accepted - Work Scheduled
Hi [Customer Name],
Great news! We've received your acceptance of quote #[Quote Number].
What happens next:
1. We'll contact you within 24 hours to confirm scheduling
2. Work will begin on [Estimated Start Date]
3. We'll send a reminder 24 hours before we arrive
Your digital signature and acceptance are securely stored. You'll receive a copy of the signed agreement shortly.
Thank you for choosing [Business Name]!
Troubleshooting
Customer Can't Access Quote
- Check email spam: Quote emails might be filtered
- Resend quote: Generate new acceptance link
- Verify email address: Ensure correct customer email
- Browser compatibility: Try different browser
- Mobile issues: Suggest using computer if mobile problems
Signature Problems
- Touchscreen issues: Try different device or mouse
- Signature too small: Zoom in before signing
- Browser compatibility: Use modern browser
- Clear signature: Option to clear and start over
- Alternative methods: Phone acceptance if technical issues persist
Terms Not Displaying
- Check settings: Ensure terms are configured
- Browser cache: Clear browser cache and reload
- Content length: Very long terms might not display properly
- Mobile formatting: Terms might need mobile-friendly formatting
Best Practices
Optimizing Acceptance Rates
- Clear call-to-action: Make "Accept Quote" button prominent
- Simple process: Minimize steps required
- Mobile-friendly: Ensure great mobile experience
- Fast loading: Optimize portal speed
- Clear terms: Use plain language in contracts
Customer Experience
- Professional appearance: Clean, branded design
- Clear information: All quote details easily visible
- Progress indicators: Show steps in acceptance process
- Help options: Easy way to contact you with questions
- Confirmation messages: Clear confirmation of successful acceptance
Advanced Features
Conditional Acceptance
- Deposit required: Require deposit payment with acceptance
- Scheduling selection: Let customers choose preferred dates
- Add-on services: Optional extras customers can select
- Multiple signers: Require signatures from multiple parties
Integration Options
- Calendar sync: Automatic scheduling in your calendar
- CRM integration: Update customer records automatically
- Accounting sync: Create invoices upon acceptance
- Inventory management: Reserve materials automatically
Analytics and Reporting
Acceptance Metrics
- Acceptance rate: Percentage of quotes accepted
- Time to acceptance: Average time from send to accept
- Portal engagement: How customers interact with quotes
- Device usage: Desktop vs mobile acceptance rates
Optimization Insights
- Best performing quotes: Which quotes get accepted most
- Common drop-off points: Where customers abandon process
- Seasonal patterns: Acceptance rates by time of year
- Customer feedback: Comments and questions during acceptance
💡 Pro Tip: Enable online quote acceptance to reduce the time from quote to job start. Customers appreciate the convenience and it creates a more professional experience.