Turn an enquiry into a sent quote

Goal

Send one accurate quote with a working acceptance link, then confirm that accepted work is ready for booking operations.

Prerequisites

• A tested email account is connected.
• Pricing exists for an eligible vehicle or vehicle class.
• The enquiry has a client email, complete journey details, service, passenger count, and luggage.
• Any client questions or requested extras are visible on the enquiry.

Steps

1. Open Enquiries and select the enquiry. For a manual request, select New Enquiry and save the customer and journey first.
2. Verify every journey in chronological order. Check the local pickup date and time, pickup, stops, drop-off, passengers, luggage, service, and flight details.
3. Confirm the passenger and billing party. The person traveling and the person or company paying may be different.
4. Resolve missing information before pricing. Do not let a guessed date, route, passenger count, or vehicle class become part of the quote.
5. Select Generate Quote.
6. Review the vehicle, price breakdown, currency, tax, extras, cancellation terms, and every journey shown in the preview. The amount comes from the configured pricing engine, including when the AI assistant starts the action.
7. Answer any outstanding customer questions in the message and review the sender identity.
8. Select Send Quote and confirm the send.
9. Verify that the timeline records the send and that the quote shows its current validity period. Quote validity comes from company settings and defaults to 7 days unless your company changed it.
10. When the customer accepts, open the linked booking. If your workflow requires a manual handoff, select Create Booking and verify the copied journeys and price before saving.

Expected result

The enquiry records a sent quote, the customer receives a valid acceptance link, and the accepted work has a linked booking with the same reviewed journeys and commercial amount.

Troubleshooting

• Generate Quote is unavailable: complete the journey, service, passenger, luggage, and pricing inputs.
• The amount is unexpected: return to the pricing breakdown. The AI assistant does not invent the commercial amount.
• The quote is stale after an edit: regenerate or recalculate it and send the updated quote. Do not rely on an earlier PDF or link after changing commercial inputs.
• The email did not arrive: inspect the send result, connected account, recipient address, and Sent folder.
• The customer link is expired: generate or send an updated quote using the current validity setting.
• Acceptance did not create the expected booking: open the enquiry timeline and booking link before manually creating a duplicate.

Guided check: Quote link

4fleet can run an automated Quote link check on one quote. The check only reads what is already stored, changes nothing, and returns one line per test. A fail line is what is blocking you, a warning works but is degraded, skipped means the test did not apply here, and unknown means the record could not be read, so that line proves nothing either way. What each line means:

• Quote exists (quote_exists): fails when no quote with that reference belongs to your company. Check you opened the right record.
• Acceptance token present (acceptance_token_present): fails when the quote never received an acceptance token. The generated link is then empty, so every copy of it leads nowhere. Send the quote again to issue one.
• Quote was sent (quote_was_sent): warns when the quote was never marked as sent, so the client may never have received a link.
• Not expired (not_expired): fails once the validity date has passed. The page still opens, but acceptance is refused with QUOTE_EXPIRED. Re-issue the quote.
• Status allows acceptance (status_allows_acceptance): warns when the quote is already accepted, and fails when it is rejected or expired. If it was already accepted, inspect the linked booking before doing anything else. Do not create another quote or booking just because the customer reopened the link.
• Price is current (price_is_current): fails when the itinerary changed after the quote was sent, so the quoted price is stale and acceptance is refused. Recalculate the price and send the quote again.
• Enquiry present (enquiry_present): fails when the enquiry the quote belongs to no longer exists, so acceptance cannot resolve the job.