Sending Quotes

Overview

Once a quote is complete and all lines are validated, operators send it to the client directly from the cockpit. Sending a quote generates a PDF, attaches it to a templated email, and transitions the quote status from DRAFT to SENT.

Quote Status Lifecycle

Before sending, it helps to understand the full status lifecycle:

A quote in SENT status can transition to ACCEPTED, DECLINED, or EXPIRED. It cannot return to DRAFT. If a sent quote needs correction, use Duplicate to create a new draft.

Sending the Quote

Step 1 — Open the Send dialog

In the right panel of the cockpit, click Send by email. The Send dialog (screen C-06) opens.

Step 2 — Verify recipient

The dialog pre-fills the recipient from the contact on the quote:

• For a direct client: the client's email address
• For an agency: the agency contact's email address

You can change the recipient email address in the dialog if needed. The change applies to this send event only and does not update the contact record.

Step 3 — Review the email body

The email body is populated from the operator's configured email template (Settings → Email Templates → Quote). You can edit the body text before sending. Edits are per-send and do not modify the template.

Standard template variables available in the body:

• {{client_name}} — client full name
• {{quote_reference}} — quote reference number
• {{trip_date}} — scheduled departure date and time
• {{trip_type}} — trip type label
• {{total_ttc}} — grand total TTC
• {{expiry_date}} — quote expiry date

Step 4 — Send

Click Send. The platform:

1. Generates the quote PDF (see PDF content below)
2. Attaches the PDF to the email
3. Sends the email to the recipient
4. Updates the quote status to SENT
5. Logs the send event in the contact's communication history with a timestamp

The cockpit header immediately reflects the new SENT status and the line items become read-only.

PDF Content

The generated PDF includes:

• Operator logo and contact details (from Settings → Company Profile)
• Quote reference number and creation date
• Client / agency name and address
• Trip details: type, pickup address, destination, date and time
• Line items table: description, unit price (HT), quantity, VAT rate, line total (HT)
• VAT breakdown by rate
• Subtotal HT, total VAT, grand total TTC
• Payment terms and conditions (from Settings → Quote Configuration)
• Quote expiry date

The PDF is generated server-side and stored with the quote record. It can be downloaded at any time from the cockpit action menu → Download PDF, independent of the send action.

Client View

After sending, the client receives an email containing:

• A summary of the trip details in the email body
• The PDF attached
• A link to the client-facing quote acceptance page (customer tracking portal)

On the acceptance page the client can:

• View the quote online
• Accept the quote (transitions to ACCEPTED)
• Decline the quote (transitions to DECLINED)

When the client accepts, a mission is automatically created from the quote and appears in the dispatch board.

Resending a Quote

If the client did not receive the email (spam filter, wrong address), a SENT quote can be resent:

1. Open the cockpit for the quote
2. Click Resend by email in the action menu
3. Verify or correct the recipient address
4. Click Send

Each resend creates a new entry in the contact's communication history. The quote status remains SENT.

Note: Resending does not regenerate the PDF — the same PDF generated at first send is reattached. If the quote content needs to change, duplicate the quote and send the new one.

Recording Manual Acceptance

If a client accepts by phone or in person rather than via the online link:

1. Open the cockpit
2. In the action menu, click Mark as accepted
3. Optionally enter a note (e.g., "Accepted by phone — John Smith")

The quote moves to ACCEPTED and a mission is created. The note is recorded in the communication history.

Expiry Configuration

The quote expiry period is configured in Settings → Quote Configuration → Default expiry (days). The expiry date is shown on the PDF and in the email. When the expiry date passes without action, the platform automatically transitions the quote to EXPIRED and notifies the operator.