Quotes

A quote prices an order for one customer before they buy: the canopy with their logo, the sign at the size they asked for, the job with its materials and labor. You build it in the console from your products and from items you type for the job, and Aglyn works out the totals, tax included, as you go.

Quotes are on your site's Products hub, on the Orders tab, in the Quotes card under the orders list.

What a quote holds

• The customer. When your workspace keeps contacts, find someone by name, email or phone; or type their name, company, email and phone. A contact keeps the quote tied to their record.
• Items. Any mix of:
  • Products from your catalog, with the option you pick and any add-ons the product offers. They are priced from the product, add-ons included, exactly as the point of sale prices them.
  • Custom items, typed for this job: a name, an optional description and SKU, a unit price and a quantity. Turn off Ships for work that doesn't ship, such as design or installation. A custom item never changes your stock.
  • Included items. Turn on Included at no charge for anything that comes with the order, a product or a custom item, and it is listed at no charge.
• Discount: an amount off, or a percent off the items.
• Shipping: the amount you charge to ship it. Leave it empty when nothing ships.
• Ship to and Bill to addresses.
• Notes for the customer and Terms.

Each quote also keeps whether Customers approve the proof before they can pay. When it is on and the quote has a proof the customer hasn't approved, the customer's page asks them to approve it instead of offering Pay, and a payment can't be started for it. A quote with no proof is never held. See Proof approval and paying.

Each quote also keeps whether Customers sign in to see and approve proofs. See Who can open a proof.

New-quote defaults

The Quotes card on the Checkout settings page sets what every new quote starts with:

• Customers approve the proof before they can pay (see Proof approval and paying);
• Customers sign in to see and approve proofs (see Who can open a proof).

Turn a switch on or off and choose Save. Each new quote starts with these settings, and you can change them on the quote.

The same card holds Before a customer approves a proof: the statements your customer ticks before Approve works. It starts with three suggestions:

• I checked the spelling, names and numbers.
• I checked the colors, sizes and placement.
• I understand production starts when I approve, and changes after that may cost extra.

Change the wording to suit your work, add up to five, or remove the ones you don't need (at least one stays). Use the suggested statements puts the three back. Choose Save. The statements apply to every quote from then on, including ones already sent: a customer who opened the page before you changed them is asked to look again.

Make a quote

1. On the Orders tab, choose New quote in the Quotes card.
2. Find the customer in your contacts, or type their details.
3. Choose Add product or Add custom item for each line, and set its quantity.
4. Add a discount, shipping, the addresses, notes and terms as you need them.
5. Choose Create quote.

Sending a design before it has a price? See Send a proof before it has a price.

The quote gets the next number from your store's order numbers and is listed as Quote #1042, for example. Choose a quote in the list to open it again; change anything and choose Save. A draft quote you no longer need can be deleted.

The list shows each quote's customer, total, status and when it last changed, and sorts by any column.

A Request a quote form

Let customers ask for a quote on your site, with the product they want and their artwork:

1. On the Forms page, make a form (or open one) and open it in the Besigner.
2. Add the fields you need: a name, an email, a message, a Product and options field from the element picker's Forms group, and a File upload field for logos or artwork.
3. On the form's page, under After someone sends it, turn on This form asks for a quote. Email the person a confirmation turns on with it.
4. Publish the form and place it on a page.

The Product and options field lists your store's products for the customer to pick from, then the product's options (size, color and so on). To quote one product only, pick it in the field's Product setting; the customer then picks just its options. The field sends the product and options in words, which is what your Inbox and your alert show, and keeps the exact product and option beside them for the quote.

Inside a Product detail block, the field doesn't ask again: it takes the product, options, add-ons and quantity the customer picked on the page. See A free mockup before they buy.

The customer gets a confirmation email with a copy of their request, and their request lands in your Inbox marked Quote request.

Start a quote from a request

Open a quote request in the Inbox and choose Start a quote. The quote editor opens with:

• the customer: their name, email, phone and company, as the form gave them;
• a line for the product they picked, with its options, priced from your catalog;
• their message as the quote's notes, ready to edit;
• their files, listed under From the request.

Set the prices and anything else, and choose Create quote. The quote keeps the request's files as the customer's files, which you can download from the quote, and remembers which request it came from.

When you email the quote, it is sent as a reply to the confirmation your customer got for their request, so the request, the quote and every revision after it are one conversation in their inbox. Keep the subject the same so every inbox keeps them together.

Start a quote from a contact

On a contact's page in the CRM, choose Start a quote. The quote editor opens with the contact as the customer: their name, email, phone and company. Add the lines and choose Create quote.

Both need Create and edit quotes, and starting one from a request also needs a role that can read the site's Inbox.

Totals and tax

The totals add up the items (included items count nothing), take off the discount, then add shipping and tax. Tax follows your store's tax settings:

• Manual rates: the rate for the quote's ship-to state and country, or for your store's address when the quote has no ship-to country. The discount comes off before tax, and shipping is not taxed. A product marked tax-exempt is left out.
• A connected tax service (Tax services) prices the quote when you save it, and the quote shows its figure.
• Stripe Tax: the quote says Tax is added at payment, because Stripe works out the tax when the customer pays. A store on its own Stripe account needs Stripe Tax turned on in its Stripe Dashboard first, or paying is refused with "This store is finishing its sales tax setup." (see Tax settings).
• No sales tax: no tax is added.

If your store hasn't chosen how it handles sales tax, the quote shows no tax, and your customer can't pay it online until you choose in Taxes. A quote you saved before then takes your choice when your customer opens it and pays, with no need to save it again: Don't collect sales tax, Stripe Tax (automatic), or manual rates with Prices include tax turned on. On manual rates with Prices include tax off, save the quote again so its tax is worked out, by your tax service where one is connected.

Email the quote

Send the quote to your customer by email, from your site, with your own message:

1. Open a saved quote and choose Send quote under Email to customer.
2. Check To. It starts with the customer's email from the quote; type another address to send it somewhere else.
3. Check Subject. It starts as Quote #1042 from your business name.
4. Type a Message: a few words to your customer, shown at the top of the email.
5. Choose Send.

The quote then shows Sent with the date and the address, and moves to Sent in the list (unless your customer has already approved it or rejected it with changes, which it keeps showing). The email shows the quote as it was last saved, so save your changes first.

What your customer gets

One email in your site's look, from your site's name, with:

• Your quote from your business name as its heading, or Your updated quote when it's a new revision of a quote you already emailed (the first email you send for a quote, and sending the same revision again, keep Your quote from);
• your message;
• the quote number, its revision and its total;
• the first three proof images, each opening the quote page, and the other proof files by name, to see on the quote page (a WebP image is named rather than shown, because some inboxes can't show one);
• what to do next (approving means confirming they checked the proof and typing their name), and one button:
  • Review and approve while the proof must be approved before paying and isn't yet;
  • otherwise View and pay with the total;
• the quote attached as a PDF, the same one as Download PDF, with the pay link on it.

The button opens the quote's pay link. Replies go to the Email in your site's Business details, and to your own email when your site has none. The email ends with a line saying so.

When the quote asks a customer with an account to sign in and your customer has one, the email shows no proof images, since an inbox isn't signed in to your site. It names the proof files and asks your customer to sign in on the quote page to see them.

A proof with no price yet goes out as a proof: Your proof from your business name as its heading, no total, no PDF, and a Review the proof button.

The email is the Quote email under Emails, where you can change its wording and colors like your other site emails. It can use these tokens:

Token	Value
{{quote.label}}	Quote, or Proof for a proof with no price yet
{{quote.number}}, {{quote.revision}}, {{quote.total}}	The quote number, like #1042, its revision, and its total (with "before tax" when Stripe Tax adds the tax at payment; empty for a proof with no price yet)
{{quote.heading}}, {{quote.intro}}	The heading, and one sentence on whether this is a new quote or an updated revision
{{quote.message}}	The message you typed; empty when you typed none
{{quote.proofImages}}, {{quote.proofFiles}}	Up to three proof images, and the other proof files by name
{{quote.nextStep}}, {{quote.buttonLabel}}, {{quote.url}}	What to do next, the button's words, and the pay link
{{quote.subject}}	The subject you sent it under

A quote isn't emailed to an address that bounced or reported an email as spam. The quote says so; copy the pay link and send it another way. Your customer asked for the quote, so it still goes to an address that unsubscribed from your site's newsletter, as a receipt does.

One conversation in your customer's inbox

Every email about a quote goes into the same conversation: the first one, sending it again and sending a new revision. Each one is sent as a reply to the one before, and the subject starts as the conversation's. Keep the subject the same when you send again: many inboxes group a conversation by its subject, so a new subject can start a new one.

Send it again, or send a revision

After the first email, the button reads:

• Send again, for the revision you already sent. The pay link stays the same.
• Send revision 2 (or whichever is current), once you've started a new revision. Sending it gives your customer a new pay link, and the link in your earlier email opens a page saying the quote was updated, with nothing of the old revision. If you already replaced the link yourself, it isn't replaced again.

A paid quote isn't sent again.

Send the pay link

Every quote has a pay link: an address on your own site, at /pay-quote, that opens the quote for your customer with a Pay button. The quote email carries it for you. To send it some other way, open the quote and, under Pay link, choose Copy pay link. The link is copied and shown, ready to paste into an email or a text. It opens the quote as it was last saved, so save your changes before you copy it.

The link doesn't expire. It keeps working until the customer pays or you replace it.

Replace link makes a new link and retires the old one. Use it when a link went to the wrong person, or when you want only your latest message to work. The old link then opens a page saying the quote was updated and that you sent a newer link, and shows nothing of the quote. Send your customer the new one. A paid quote's link can't be replaced.

What your customer sees

The pay link opens the quote inside your site's own header and footer:

• your business name, the quote number and its date;
• who it is for, and the bill-to and ship-to addresses;
• each item with its option and add-ons, description, SKU, quantity and price, and Included beside anything included at no charge;
• the discount, shipping, tax and total, or Tax is added at payment when Stripe Tax works the tax out;
• your notes and terms.

The page is private: search engines don't list it, and it never shows the customer's email or phone number, your notes to yourself or who on your team wrote the quote.

Download PDF on the page saves the quote as a PDF file, so your customer can keep it, print it or pass it on. The download works only from the quote's current link.

Attach proofs

A proof shows your customer what they're getting before you make it: the canopy with their logo on it, the sign laid out at size. Attach proofs to a saved quote, and your customer sees them on the quote page, where they approve them or reject them with changes.

1. Open the quote and find Proofs in the editor.
2. Choose Add proof and pick one or more files from your device, or choose From media library and pick a file you keep there.

From media library offers the files you can read in this site's library and in your workspace's shared library, including private ones. The quote keeps its own private copy, made the moment you choose the file, so changing or deleting the file in the library afterward doesn't change what your customer sees or approved. A library file that isn't private still has its own public address in the library. To keep a design off the web entirely, turn on Private for it there too.

A proof can be a PNG, JPEG, WebP, GIF, PDF, SVG, AI, EPS, PSD or TIFF file, up to 25 MB each, and a revision holds up to 10. Images show as pictures, and the other files as a chip with the file's name and size. Choose a picture or a chip to download the file.

Every file is checked before it's kept: a file whose contents aren't what its name says, or that carries a program, isn't taken, and an SVG is stripped of anything that could run. Proofs are kept privately with the quote. Only your team and the holder of the quote's link can open them, and never through a public address.

To take a proof off, choose Remove under it. You can add and remove proofs until your customer answers. After that, start a new revision to send different proofs. A proof with no price yet keeps its last proof until it has another.

Proofs, and the files your customer sends with an answer, count toward your workspace's storage like files in the media library. Removing a proof or deleting the quote frees the space. A proof that would go past a storage cap you set, or past a full workspace on Free, is refused with the reason, as a media library upload would be. Your customer's files are always taken.

Adding or removing a proof changes what your customer sees, so it counts as an edit: a customer who has the page open is asked to look again before they answer or pay.

Send a proof before it has a price

A design often goes out before it's priced. A quote with a proof and no items is Proof only: you send your customer a link to the proof, and only someone with that link can open it, with no account.

1. On the Orders tab, choose New quote in the Quotes card, and fill in the customer.
2. Under Proofs, choose From media library and pick the design. Add more if you have them.
3. Leave the items empty, and choose Create proof.
4. Open it in the list, then choose Send proof, or Copy proof link to send the link yourself.

Your customer sees the proof with Approve this proof and Reject with changes, and no items, totals, Pay or PDF. The email they get says the same.

Add an item and choose Save whenever you're ready to price it. It's then a normal quote on the same link, with its total and Pay, and an approval they already gave still stands. Taking every item off a quote with a proof makes it proof only again; a quote with no items and no proof can't be saved.

A proof only quote has no invoice and no Download PDF, and starting a new revision works as it does for any quote. Until the new revision has a proof, it can't be emailed, and the link tells your customer the next version is on its way.

What your customer sees of the proofs

When the current revision has proofs, the quote page shows them under the quote: each image as a picture and every other file as a download. Beside them are two choices:

• Approve this proof. Your customer ticks each statement you set on the Quotes card, such as "I checked the spelling, names and numbers", types their name and chooses Approve. Approve stays off until every box is ticked and a name is typed, and an approval that skips one is refused. The quote keeps their name, the statements they confirmed, the time, and the address and browser it came from, as the record of the approval, and moves to Approved. You see the record under Proofs on the quote, and your customer sees it on the page.
• Reject with changes. Your customer says what should change and types their name, and can attach their own artwork: up to 10 files of the same kinds and size as proofs. What to change and the name are required; files are optional, and the statements they confirm for an approval don't apply. The quote records the revision as rejected, with their note, name, files and the time, and moves to Rejected with changes. Files they attach and never send are deleted a day later.

The latest answer is the one that counts. A customer who rejected a proof with changes can still approve it, and one who approved can still reject it with changes, which withdraws the approval. The page tells them what they last said.

You're notified of every answer, in the console and by email, as Proof approved or Rejected with changes, with the quote, the customer, the revision, the quote's total (if it has one) and what they said: the statements they confirmed when they approved, or their note, name and the names of any files when they rejected it. View quote opens the quote, and replying to the email reaches your customer. These notices follow your settings for order notifications.

A paid quote still shows its proofs, with nothing to press. A link you replaced shows nothing of the quote, proofs included, and takes no answer.

Who can open a proof

A proof opens from the quote's private link, so anyone your customer forwards the link to can see it and answer it. When that's not what you want, turn on Customers sign in to see and approve proofs on the quote (the new-quote default sets where each quote starts):

• Your customer has an account on your site (they signed up under the email on the quote): the quote page shows the quote but not the proof, with a Sign in button. Once they sign in to that account, the page shows the proof and they can approve it or reject it with changes. Someone signed in to a different account is asked to sign in with the right one. The proof's files, approving and asking for changes all check the sign-in, not only the page.
• Your customer has no account (a phone or walk-in customer, say): the private link works as it always has. Replace link on the quote still shuts off a link that went to the wrong person.
• Off: the private link is enough for everyone.

Your site needs User Accounts switched on for a customer to have an account; on a site without them every customer uses the link. Nothing about the link expires or needs opening or closing. Paying never needs a sign-in.

Messages with your customer

A quote keeps its own conversation with your customer, under Messages on the quote. It stays with the quote through every revision and after it's paid.

• Reply from the quote. Write in Messages and choose Send reply. It's emailed to the customer's email on the quote (or where you last emailed the quote) from your site, in the same email conversation as the quote emails, with a View your quote button. The reply is listed under Messages with who sent it. Sending a reply needs Send quotes and invoices to customers; anyone who edits quotes can read the conversation.
• Your customer writes on the quote page. Under Messages on the quote page, your customer writes to you and chooses Send message. It's listed on the quote, and you're notified in Aglyn and by email as Customer message, with what they wrote and a View quote button. Replying to that email reaches your customer.
• Your customer replies by email. Their email answer goes to your site's contact email (or yours, if the site has none), like an answer to an Inbox reply. It doesn't appear under Messages: Aglyn doesn't receive email.

The reply email is the Quote message email under Emails, where you can change its wording and colors like your other site emails. Your customer's page shows what each of you wrote, never an email address or who on your team sent it. When the quote asks a customer with an account to sign in and the quote has a proof, Messages on the quote page waits on the same sign-in.

Proof approval and paying

Whether paying waits on the approval is up to you, quote by quote, with Customers approve the proof before they can pay (the new-quote default sets where each quote starts):

• On: while the current revision has a proof your customer hasn't approved, the quote page shows a short line asking them to approve it in place of Pay, and no payment can be started. Approving brings Pay back. A new revision with new proofs needs its own approval.
• Off: Pay is always there. Your customer can approve or reject with changes, and paying never waits on it.

Revisions

A quote's revision is the version your customer is looking at, starting at Revision 1. When your customer rejects a proof with changes, or you want to send different proofs, start the next one:

1. Open the quote and choose Start revision 2 (or whichever comes next) under Proofs.
2. Confirm.

The revision you had is kept exactly as it stood: its items and totals, notes and terms, its proofs, and every answer your customer gave it. The new revision starts with no proofs and no answer, back at Draft, ready for new proofs and any changes to the quote. Every earlier revision is listed under Earlier revisions in the quote, with its status, its proofs and your customer's comments and files, read-only.

A paid quote takes no new revision. A quote that has earlier revisions can't be deleted, because your customer saw them.

Download a quote as a PDF

Open a saved quote and choose Download PDF. The PDF is the quote your customer sees, set out as a document in your site's look:

• your logo, business name, address, email, phone and web address at the top, under a band in your site's primary color;
• Quote # with its number, the date it was last saved and its revision;
• the bill-to and ship-to addresses;
• each item with its option and add-ons, description, SKU, quantity, unit price and amount, and Included beside anything included at no charge;
• the discount, shipping, tax and total, or Tax is added at payment when Stripe Tax works the tax out;
• the pay link, as a button and as an address your customer can click, while the quote is still to be paid;
• your notes and terms.

Once the quote is paid, the PDF says Paid with the date, and has no pay link.

The logo and contact details come from your site's settings, and the colors from your site's theme. A quote with more items than fit on a page runs onto the next, with the item headings repeated and each page numbered. The PDF shows the quote as it was last saved, so save your changes first.

The pay link is printed on the PDF only for someone who can also send quotes (see who can make and send quotes); for anyone else the PDF leaves it off.

How your customer pays

Pay charges the quote as you saved it, priced from its items, discount, shipping and tax. Your customer pays on the page itself, or on a Stripe payment page that brings them back to the quote afterward. Their email is filled in from the quote. When the quote charges shipping, they're asked where it ships, starting from the quote's ship-to. Under Stripe Tax, the tax is worked out from that address when they pay.

Your customer pays by card, or with a wallet you leave on in Payment methods: Apple Pay, Google Pay, Link, Cash App Pay, Amazon Pay, or stablecoins once you turn them on. A quote never offers Klarna, Afterpay or Affirm, as no checkout does. The payment is charged on your own Stripe account: Aglyn takes your plan's platform fee from it, and Stripe bills its processing to your Stripe account at Stripe's standard pricing for your account. On a platform-managed (Express) account, set up before stores got their own, the processing is Stripe's card rate, 2.9% + 30¢, passed through at cost beside the platform fee. An invoice pays the same way.

If you edit the quote while your customer has it open, Pay asks them to reload the page first, so nobody pays for a version they haven't seen. Editing a quote, deleting it or replacing its link also closes any payment your customer had started for it.

Paying needs a connected Stripe account and a decision about sales tax. Until your store has both, the quote page has no Pay button. When Stripe isn't ready, the page says your business can't take payments online right now and asks the customer to contact you to pay; otherwise it asks them to contact you to pay.

You hear about it first, in the console. While Stripe or the sales tax choice stands in the way, a quote's editor, its Pay link section, the Send quote form and the Send invoice form say Customers can't pay this quote online yet (the Send invoice form says invoice) and name what's missing, each with a button to fix it: Open Payments to connect Stripe, Open Taxes to choose how your store handles sales tax, or a reminder to save the quote again. You can still copy the pay link and email the quote, if you take the payment another way. Send invoice sends without Stripe too, but waits until the quote's sales tax is settled.

When a quote is paid

A paid quote becomes an order, with the same number:

• it joins the Orders list on the day it was paid, and the Channel filter finds it as Quote;
• your customer gets a receipt, and their quote page shows Paid with a link to their order;
• the customer becomes a contact, and you're notified;
• stock goes down for your catalog products on the quote, included ones too. Custom items never change your stock.

The quote then can no longer be changed. If a second payment arrives for a quote that was already paid, or a payment comes through a link you had replaced, it isn't counted as a sale: the quote's timeline records it and you're notified, so you can refund it in Stripe.

Send an invoice for a quote

Send invoice sits beside Send quote in the quote's Email to customer section:

• For a paid quote, it sends the invoice as your customer's record: marked paid, with the date, and the invoice attached as a PDF.
• For an unpaid quote, it sends an invoice for a customer who needs one to pay, with a Pay button. The button is the quote's own pay link, so it opens the quote, and replacing the link retires it too.

The invoice is sent in the same conversation as the quote's emails, under the conversation's subject. Once it's sent, the section says when and to whom. An invoice for an unpaid quote that asks your customer to approve the proof can't be sent until they approve it: send the quote so they can.

See Send an invoice for everything the email says.

Quotes are not orders until they're paid

A quote shares your order numbers, but until it is paid it is not an order. It stays out of the orders list, the money tiles, the analytics, exports, the shipping tools and the customer's account page.

Who can make and send quotes

Making, editing and deleting quotes, adding and removing proofs, starting a revision, seeing earlier revisions and your customer's files, and downloading a quote's PDF, takes the Create and edit quotes permission. A proof from the media library also takes being able to read that file in the library. Emailing a quote or its invoice, and copying and replacing its pay link, takes Send quotes and invoices to customers, and so does a PDF that carries the pay link. Everyone who can manage orders on the site has both to start with; a custom role or a per-member override can grant or deny each one. See Order permissions.