Set Up Online Quote Acceptance

Learn how to streamline your quote pipeline using online quotes

Updated on July 4th, 2024

Setting up Online Quote Acceptance consists of two steps, which are only done once.

  1. Add the 'View Quote' button to your quote email templates.
  2. Set up relevant notifications for Online Quotes

 

Add 'View Quote' button to Email Templates

You can skip this step and use our free template. Search for Quote Acceptance Email in your email templates.

See video

 
 
 

To add the 'View Quote' button to your email templates:

  1. From any Quote Worksheet, select Email (under the Print Options)
  2. Click the Select Template button (it may display the name of a template)
  3. Select the Email Template used for quotes, then click Edit Template.

    If you don't have a template for quotes, you can add a template.

     
  4. Select a spot in the email body that will display the button.
  5. In the Static Data area, search for Online Quote Link. Click it to add it to your email.
  6. Click Save.

The 'View Quote' button will now appear when you select the email template.

 

You can also set this template to be the default email body on quotes.

 

 

Change Online Quote design (optional)

The content of the Online Quote uses the selected layout set in the Print Options area of the Quote. If you want to, you can create a customized layout for Online Quotes and even set this as a default either for all quotes, and/or for individual clients.
 

Using multiple Business Units?

If using multiple business units, we recommend using the (Owner) fields in your layouts as opposed to (BU) ones, to ensure the correct information comes through on the preview.
 
 
 

 

Set Up Notifications for Online Quotes

Event messages allow you to set up automatic alerts when:

  • a client quote is accepted, declined or awaiting a decision
  • a client asks a question about a quote.

 

Set Up Notifications for Quote Acceptance

Set up an event message to set up automatic alerts when a client quote is accepted, declined, or awaiting a decision.

To set up a notification for changes to a quote acceptance status:

  1. Go to Site Admin > Settings > General > Event Messages.
  2. Select an Event to trigger the notification. Select either: 
    1. Quote Acceptance Status (Accepted)

      AroFlo features a Default Event Message for Quote Acceptance Status (Accepted). To use your own email template set this to Disabled.

       
    2. Quote Acceptance Status (Declined)
    3. Quote Acceptance Status (Awaiting Decision) 

      Event

       
       
  3. Choose the message type, either Add Email, Add SMS or Add Webhook.
  4. Complete the event message fields.
  5. Click Save Settings.
A mocked up screenshot of the Event Message area showing a system default and manual email.
1: A system or default Event Message. 2: An Event Message that has been manually added by clicking Add Email.
A mocked up screenshot of the Event Message area showing a system default and manual email.
1: A system or default Event Message. 2: An Event Message that has been manually added by clicking Add Email.
 

We recommend you create three event messages. One for Quote Acceptance (Accepted), (Declined), and (Awaiting Decision).

See the image for some suggested settings or expand the section below.

Event Message Suggestions...

Field
Suggestion
Send / Alert At time of event
Performers
External
From BU Manager
To Quote Estimator
Template

Create a new email template called 'Quote Acceptance'. The body could include the following:

The quote JN [Job Number] [Task] has been [Quote Acceptance Status] by [Online Quote Acceptance Name].

Information about the job can be found here: [Task URL Link (office)]

Show Sent History in Task Notes
Ticked
Track Delivery Status, Opens and Clicks
Not ticked
Allow Reply Imports
Ticked
 
 

 

Set Up Notifications for Ask a Question

If a client asks a question on an online quote, an email will automatically be sent to the Quote Estimator.

Click to see what the email looks like

 
 

If you want to set up a notification for others in your company, you can set up an event message.

To set up a notification for questions asked on a quote:

  1. Go to Site Admin > Settings > General > Event Messages.
  2. Select Task - Add Task Note (see image) to trigger the notification.
  3. Choose the message type, either Add Email, Add SMS or Add Webhook.
  4. Complete the event message fields.
  5. Click Save Settings.

See the image for some suggested settings or expand the section below.

A screenshot showing the Add Task Note event message being set up.
A screenshot showing the Add Task Note event message being set up.
 

Event Message Suggestions...

Field
Suggestion
Send / Alert At time of event
Performers
External
From

BU Manager

To BU Manager
Template

Create a new email template called 'Ask a Question on quote'. The body could include the following:

[Client Name] has asked a question on JN [Job Number] [Task].

Information about the quote can be found here: [Task URL Link (office)]

Show Sent History in Task Notes
Ticked
Track Delivery Status, Opens and Clicks
Not ticked
Allow Reply Imports
Ticked
 
 

 

Information for users with RTF Document Templates

Online Quotes set to show layouts with an RTF Document Template will display a generic quote design and message to download the quote. See the example image:

Online Quotes display layouts as they appear in the Layout Preview, which will be different from the PDF generated. The Layout Preview does not display content created in a linked RTF file. 

 
 

If you would prefer to display the layout preview over the generic design:

  1. Open a Quote Worksheet 
  2. Go to the Print Options area (bottom left) and click Preview.
  3. Select the quote layout from the dropdown.
  4. Click Customise.
  5. Click Layout Setup and tick Use Layout Preview for Online View.
  6. Click Save / Remove, then Save.
  7. Click Preview/Customise, then Preview.

The Online Quote view will now display the layout as it appears in the Layout Preview.

 

Once you have completed setup, you can start using Online Quote Acceptance!