Creating and sending a quote

On Quotes you put together quotes, send them to your customer and follow what happens right through to acceptance. Every quote automatically gets a number, for example OFF-2026-0001. You set the prefix and the other defaults in Quote settings.

Step 1: Start a new quote

1. Go to Quotes and click New.
2. Choose Blank to build a quote yourself (want Planny to draft one for you? See Creating a quote with Planny).
3. Search for and select the customer.
4. Click Create — you land in the quote editor.

If the job comes from a request, click Create quote on the request instead. The quote is then tied to the request, and the request's status moves along with it. See Following up a request and converting it into a customer.

Step 2: Put the quote together

Fill in the Recipient (for a business customer also the contact person), the Billing address, the Quote date, Valid until and the Payment term (days).

Add lines with Add line: description, quantity (decimals allowed, e.g. 2.5 hours), price and an internal purchase price the customer never sees. In the ⋮ menu at the start of a line you choose Make optional or Hide price from the customer. You first get a short explanation of what happens; after confirming it's saved straight away, and the line then shows a label Optional or Price hidden.

• Sections — below each description you choose a Section, for example Material or Labour. If the section isn't there yet, choose + New section… and type a name; it can then be chosen on every line. If you use at least two sections, the quote groups the lines per section, with a subtotal per section.
• Optional lines — in a line's ⋮ menu, choose Make optional. That line doesn't count towards the total; the customer ticks whether they want it, and the total then updates. No longer optional turns it back.
• Deposit — choose No deposit, Percentage of the total or Fixed amount, with the Value next to it. The customer pays it online right after accepting, directly into your own Mollie account. This is only possible if you've connected Mollie.

At the bottom you can optionally set a discount (amount or percentage) and the VAT percentage, and add a Note for customer. Click Save to save your progress; you see a confirmation straight away and the page stays as it is.

Step 3: Send it to the customer

Click Send by email, check the subject and the message and click Send. The customer gets an email with the button View quote online, which they use to view the quote and accept it digitally (see What your customer sees for a quote). The status jumps to Sent.

Statuses

Status	Meaning
Draft	Not sent yet, freely editable.
Sent	With the customer, awaiting a response.
Approved	The customer has accepted, online or via Acceptance received.
Rejected	The customer has rejected the quote.
Expired	The Valid until date has passed without a response. The customer can no longer accept it.

A sent, rejected or expired quote opens locked. Click Change to edit it, and send it again. An approved quote is final; click Go to project to open the project it created, and if you want to change something, click Make a copy.

Acceptance or rejection outside the link

Does the customer say yes by phone or email? Then choose Acceptance received under More. Fill in Who accepted? and the Date of acceptance, choose whether the customer gets a confirmation by email and click Record acceptance. The quote is locked and a project is created from it automatically. You record a no with Record rejection, optionally with a reason.

History and record of acceptance

Below the quote is the History: when it was sent, how often the customer viewed it, reminders, the acceptance or rejection, and the deposit.

After an acceptance, the Record of acceptance card also appears: who accepted and when, whether online or recorded manually, the signature, the terms and conditions that applied at the time, the Signed quote (PDF) (the quote with the acceptance and signature at the bottom) and a fingerprint of the document (SHA-256), which lets you show that it hasn't changed since.

Other actions

• Download PDF — the quote as a document. Once it's approved, you get the signed version.
• More › View customer view — exactly what your customer sees, in a new tab.
• More › Copy — a new draft quote based on this one.
• More › Delete — permanently deletes the quote and its PDFs.

Frequently asked questions

• What happens when a quote is approved? If Projects is enabled in your environment, a project is created automatically — see Creating and managing a project. You get a notification; you turn it on or off in My account, in the notifications under Quotes.
• Can I see whether my quote has already been viewed? Yes, the History shows how often the customer viewed it.
• What if the customer doesn't respond before the expiry date? Then a daily check sets the quote to Expired. Still want them to accept it? Click Change, set a new Valid until date and send it again.
• I don't see "View project" under More. That only appears once the quote has been approved and a project has actually been created from it.