Check and send a quote to the client

Goal

Review a draft quote and email it to the client, with the PDF and a link they use to accept it online.

Prerequisites

• A draft quote exists on the enquiry. See the article about generating a quote.
• The client has an email address on the enquiry.
• A working mailbox is connected in 4fleet. Without one the email cannot go out.
• You can edit enquiries (Owner, Admin, Manager and Dispatcher roles can).

Steps

1. Open Enquiries, select the enquiry and open the Quotes tab.
2. Open Quote builder if it is collapsed, then select the draft quote in Quote History to expand it.
3. Read the Price Breakdown and the Saved email preview. Check the subject, the amounts and the wording. Select Edit if the text needs a change.
4. Check the Valid for field. It sets how many days the client has to accept. Leaving it on the company default uses the validity from your settings.
5. Read the box Check before sending. It lists things such as a pickup date in the past, a missing company VAT number or address, a missing logo, a vehicle class without rates, or more passengers than the vehicle seats. These are warnings. Fix what applies, or go ahead if you are sure.
6. Select Send Quote.
7. Confirm Send this quote to the client? with Continue. If the client asked questions that are still unanswered, you are first asked whether to Send anyway or Go back. If the client already holds another sent version, you are asked whether this send replaces it or goes out as an additional option.

Expected result

The client receives an email with the quote PDF and a button to accept it. You see Quote sent successfully, the quote status changes to Sent, and a New enquiry moves to Quoted. If automatic follow-ups are turned on in settings, they start from this moment.

Troubleshooting

• If the send fails and the message says no email provider is configured, connect and test your mailbox first. The article about connecting your email covers it.
• If Send Quote is greyed out and the tooltip says to recalculate, the itinerary changed in a way that affects the price. Select Recalculate Quote in the pricing section, then send.
• If the client has no email address, add one to the client record and try again.
• If you sent the quote outside 4fleet, select Mark as Sent on the draft. It records the quote as sent and does not email the client.
• If the client needs the link again, select Resend link on the sent quote. If you only want the link for yourself, select Copy accept link.
• If a quote has lapsed, select Revive quote to give it a new validity period. Copy accept link is not available on a lapsed quote.