Send a quote and track what happens
Send it, resend it, and mark it accepted or declined when they reply elsewhere.
Written 30 September 2026
What is said in this recording
A quote sits as a draft until you send it. Sending emails the customer a link to their own page, where they can read it, accept it and pay a deposit if you asked for one.
Step by step
- 1
Open the quote.
- 2
Press Send quote.
The customer gets an email with a link to their own copy. The status changes to Sent.
- 3
Press Resend if they say it never arrived.
Same link, sent again. Worth checking their spam folder first.
- 4
If they accept by phone or in person, press Mark accepted.
This does the same as them accepting on their page: the job is created and the diary is updated.
- 5
If they say no, press “Mark as lost” and choose a reason.
The reasons come in two groups. The first is the customer not going ahead — too expensive, they chose somebody else, the timing did not suit. The second is the quote never having been right in the first place: sent in error, a duplicate, replaced by a newer one, the wrong customer. The reason is worth the few seconds: it is what the reports use to tell you whether you are losing work on price or on timing, and it decides whether the Radar ever suggests going back to them.
Worth knowing
Check the activity log before assuming an email failed
Every send is recorded on the Activity page. If email is not configured on your account it says so there in plain words, rather than silently doing nothing.
A quote you should never have sent is not a lost sale
Sent in error, a duplicate, replaced by a newer quote, the wrong customer — those four are the business tidying up, not a customer saying no. A quote marked lost for one of them is left out of your conversion rate, off the decline reasons report, and off the Revenue Radar. Nothing is deleted: the quote stays on your list with the reason on it, because what happened is worth keeping. The quote page says so in words, so nobody has to wonder why the percentage did not move.
Somebody may have to authorise it
If you work on your own, you mark a quote lost and that is that. Once there is somebody else in the business, anybody without the “Authorise writing a quote off as lost” permission presses Ask to mark as lost instead, and the quote stays live until somebody with it agrees. Whoever can authorise sees Authorise and Turn down on the quote. A turned-down request says who turned it down and why, on the quote itself — nobody is left watching a quote that never changes. The permission is switched on per person under Settings, Team.
A lost quote can be put back out
The timing not suiting is the reason most likely to change. Open a quote you marked lost and press “Not lost after all” — it goes back to Sent, it counts as live again, and the reason, the note and any authorisation it went through are cleared off it, because a quote cannot be live and lost at the same time. On a quote that simply ran out of date the button says “Put it back out” instead, since nobody lost that one. If its “valid until” date has already gone by, the date is cleared rather than guessed at — otherwise the quote would lapse again within the hour — so set a new one with Edit if you want a deadline on it. A date still in the future is left alone. What happened is in the Activity log, with who put it back. Press Resend afterwards if the customer should see it again — putting a quote back out does not email anybody.
An accepted quote cannot be marked lost
It has a job and usually an invoice hanging off it, and writing the quote off would leave both pointing at something that says it never happened. Cancel the job, or credit the invoice, instead.
“No longer needed” and “scope changed” are never chased
Those two decline reasons mean the work itself went away, so the Radar leaves them alone for good. Price and timing are the ones worth revisiting.
You get a record of WHO accepted it
When a customer accepts, they type their name — and their position if they are a business — and confirm a sentence stored word for word, with the date and where the request came from. It shows on the quote and on the invoice. A link being opened is not proof of anything; a named person agreeing to a sentence is.