Send a quote the client can accept online

What the client receives

The client gets an email with the quote as a PDF and a button that opens the quote online. The page shows every job, the price breakdown, your cancellation terms and the date the quote runs out. The client fills in the passenger details, accepts the terms and accepts the quote. If you ask for a deposit (Require deposit in Settings > Operations > Deposits & cancellation), the same action starts the card payment.

When the client accepts online, 4fleet creates the booking as confirmed and marks the enquiry Won. You do not have to convert it yourself. Your job is to make sure what the client accepted is what you can deliver, which is why the checks happen before sending.

Send from Quote History

The enquiry header has a Send Quote button, but today it only scrolls down to Quote History. The Send Quote button inside Quote History is the one that sends. Open the draft there, read the Saved email preview and the Price Breakdown, and read the Check before sending box. Its warnings, such as a pickup date in the past or more passengers than the vehicle seats, never block the send, so they are only useful if you read them.

The Valid for field sets how many days the client has to accept. Without a value on the quote, the company default applies, and without a company default the quote holds for 7 days. A shorter window suits busy dates, when you may not be able to hold the price for long.

Sending needs a connected mailbox. If none works, the send fails and nothing reaches the client.

Change a sent quote with a new version

Do not try to edit a quote the client already holds. Select New version, change it, and send it. 4fleet then asks whether this send replaces the version the client has, in which case the old link tells the client it was replaced, or goes out as an additional option next to it. If the itinerary changed after sending, the quote says so and asks you to create a new version.

Links, lapses and quotes sent elsewhere

Resend link emails the link again; Copy accept link gives it to you, for example to paste into a message you write yourself. Before the quote runs out, Extend validity gives the client more time. Once it shows as Expired, the same button reads Revive quote; use it only if the price still stands. If you agreed the price on the phone and sent nothing from 4fleet, Mark as Sent records the quote as sent without emailing the client.