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Send a Quotation to the Customer

Send delivers the quotation to the customer by email, WhatsApp, or both, and locks the quotation so it can no longer be edited.

The two-step path is: optionally Mark as Ready to Review for a manager to check pricing, then Send to Customer to deliver. Either step can be skipped — you can send straight from a pending quotation if your team doesn't use a review stage.

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Once sent, the quotation locks. You cannot edit it, and you cannot unsend it. Re-read totals, units, items, and the customer's contact details first.

Before you start​

  • You have the quotations.send permission. Without it, the Send to Customer button doesn't appear.
  • The quotation has a customer attached. Without one, the button shows Please select a customer to send and is disabled.
  • The customer has at least one valid email or mobile phone on file. Edit the customer first if not.
  • The quotation is in pending or ready_to_review status. Anything else (submitted, accepted, rejected, fulfilled, cancelled) cannot be sent. The Status card on the right shows pending as a Draft badge and ready_to_review as a Ready to Review badge.
  • All your edits are saved. With unsaved changes, the button shows Please save your changes to send and a yellow Please save your changes first warning appears.

Steps​

  1. Open the quotation

    Select Quotations in the top navigation bar, then select the Edit action for the quotation you want to send.

  2. (Optional) Mark as Ready to Review

    Select Mark as Ready to Review in the Status card on the right, if your team has a manager who reviews pricing before send. Status moves from pending to ready_to_review and an alert fires for reviewers.

  3. Open the send dialog

    Select Send to Customer in the Status card. The Send Quotation dialog opens.

  4. Pick the channels

    The dialog lists every email and mobile phone on the customer record.

    • Email — check the addresses to send to. Invalid addresses are disabled and show a red Invalid badge.
    • WhatsApp — check the numbers to send to. Landlines are disabled and show a yellow Landline badge. Numbers outside the local country show an International badge.
    • If the customer was previously notified, those channels appear pre-checked with a green Sent badge and an info banner explains that selecting them again will resend.

  5. Send

    Select Send Quotation at the bottom of the dialog. The button is disabled until at least one valid channel is checked. After sending, status moves to submitted and the quotation locks.

What happens next​

  • Status is submitted. The quotation is locked — no edits, no resend, no status rollback from this UI.
  • A Quotation #N sent to <Customer> alert fires for users who watch the alert feed.
  • The customer receives a QuotationSubmitted notification on each picked channel, with a link to the public quotation URL (/q/<guid>).
  • The Status card now shows the Submitted badge, the timestamp (Sent on <date>), the list of channels under Notified via, and the public URL with copy and open-in-new-tab buttons.
  • The status history records the send with a note like Quotation sent via 2 email(s) and 1 WhatsApp.

The customer can now view the quotation at the public URL and accept or reject it. That moves status to accepted or rejected.

Common situations​

SituationWhat to do
Your team has a sales rep who can draft but not sendGive the rep quotations.create and quotations.edit only. They mark the quotation as Mark as Ready to Review. A manager with quotations.send finishes the send.
The customer prefers WhatsApp onlyUncheck all email channels in the dialog. Pick the WhatsApp number.
The customer has multiple emails (personal + accounts)Check both. They each get a separate notification with the same public link.
You need to resend because the customer never opened itYou can't resend from the same quotation — it's locked at submitted. Open it, select Duplicate Quotation, send the duplicate. The original stays as a record.
The customer changed their mind about the price after you sentSame as above. Locked quotations can't be edited. Duplicate, adjust, resend.
You realize you made a typo right after sendingSame. Send a duplicate with the corrected text and tell the customer to use the newer one. Optionally cancel the original.

Troubleshooting​

The Send to Customer button isn't there.

You're missing the quotations.send permission. Ask an admin to grant it under Settings → Users.

The button text says Please select a customer to send.

The quotation has no customer attached. Open Basic Information, pick a customer, save. The button enables.

The button text says Please save your changes to send.

You edited a field but haven't selected Update Quotation yet. Save first. The button enables once the form is clean.

The Send Quotation dialog says No contact information available for this customer.

The customer has zero emails and zero phones. Select the Add email or phone link inside the dialog. It opens the customer edit page. Add a contact, save, return to the quotation, and try again.

You get the error This quotation has already been sent or is in a different status.

Two people opened the quotation, and another user already sent it. Reload the page — the Status card now shows Submitted. Use the public URL to confirm what was sent.