Quote settings - numbers, signature, terms and deposit

A few things apply to all your quotes at once: the numbering, whether the customer has to sign, your own terms and conditions, the deposit and the reminders. You set them up once.

Opening the settings

Go to Quotes and click Settings at the top. The Quote settings window opens. Click Save when you've made your changes.

Quote numbers

Every quote automatically gets a number: the prefix, the year and a sequence number, for example OFF-2026-0001. Under Prefix you choose the letters yourself (letters and digits only, up to 10). Below the field you can see which number the next quote will get. A new prefix only applies to new quotes; existing numbers don't change.

Acceptance by the customer

Signature required for online acceptance is on by default: the customer then signs with their finger or the mouse before they can accept. If you switch it off, the signature is optional and a typed name is enough.

Terms and conditions

Upload your own general terms and conditions as a PDF (max 10 MB) under Upload terms and conditions (PDF) and, if you like, give the document a different name under Document name. The customer then sees a link to the document in the quote email and when accepting, and ticks that they agree to it.

If you upload a new version later, 4planning keeps track, for every accepted quote, of which version applied at the time. Without uploaded terms and conditions, the quote doesn't mention any.

Deposit

If you've connected your own Mollie account (under Settings › Integrations › Payment connection), you can switch on Ask for a deposit on new quotes by default and choose a percentage. You can still change it per quote in the editor.

After accepting, the customer pays the deposit online straight away. The money goes directly into your company's Mollie account; 4planning receives nothing. Without a Mollie connection you only see the Connect Mollie button here, and quotes don't ask for a deposit.

Reminder to the customer

Under Send a reminder if the customer hasn't responded after this many days you enter a number of days. 0 means: no reminders (that's the default). If there's a number, the customer gets at most one reminder per sending, plus one email shortly before the quote expires.

Separately, a daily check sets quotes whose Valid until date has passed to Expired. The customer can no longer accept such a quote.

A notification when the customer responds

When a customer accepts or rejects a quote, or pays the deposit, the administrators get a notification. Don't want it, or prefer it by email? Go to My account and find the Quotes block in the notifications.

Frequently asked questions

• Can I change the numbers of existing quotes? No, a number is fixed as soon as the quote has it; your customer may already have referred to it.
• My customer can't sign on their computer. They can also sign with the mouse. If it really doesn't work, switch the signature off or record the acceptance yourself with Acceptance received in the quote.
• Does the deposit go through 4planning? No, the money goes directly into your own Mollie account.
• Does a new setting also apply to quotes that have already been sent? The deposit and the numbering apply to new quotes. Signature and terms and conditions apply to every acceptance given after the change.