Acceptance, decline, and counter-offers

The quote email links to a hosted quote page. The client can review it, download the PDF, accept, decline, or request changes while the offer permits those actions.

What the client sees

The branded page shows the scope, prices, optional choices, one-time billing terms, separate recurring commitments, and validity information.

A signing link grants access without requiring a portal account. Treat it as private: anyone who receives the link may be able to act on that offer.

Acceptance flow

Before accepting, the client reviews any optional selections, updated totals, payer disclosures, and required acknowledgements, then supplies their signature.

1. The accepted document records the client's signature and selected options.
2. If a company signature is still required, the contract waits for countersignature. Quotes sent through the current composer normally already have it.
3. The billing finalizer follows the selected billing mode, including any business-billed first recurring period. Provider-direct costs are excluded.
4. If enabled and applicable, project auto-creation links a project to the quote.
5. The accepted page shows the available payment and portal next steps.

Acceptance is not payment. A new customer's Create portal account step is separate; signing a quote does not automatically create their login.

Billing or project creation can require follow-up even after the signature is saved. Inspect the contract's current status and errors rather than asking the client to sign again.

Project auto-creation

Settings → Quotes → Create a project automatically when a quote is accepted controls this behavior.

The project uses the supplied project name or quote title, links to the customer and quote, and uses the accepted one-time total after discount as its budget where applicable. It does not subtract the discount twice or use a matching title to select an unrelated existing project.

Applied service-plan terms and rate-card pricing are separate concerns. A quote labor line does not automatically configure an hourly project rate.

Provider-direct commitments

Accepted required or selected optional provider-direct rows can become project expense disclosures, preserving quantity, cadence, amount, and currency. No provider account, Stripe subscription, or business invoice is created for them.

If the quote has no linked project, that project tracking remains pending. Review it when arranging the job rather than assuming the costs are already recorded somewhere.

Decline flow

The client can decline and provide a reason. The quote retains its history with a declined status; it is not deleted. Review the reason in Contracts before preparing another offer.

For reusable scope, start a new quote from a saved template and review the new recipient and proposed terms.

Counter-offer / request changes

Request Changes collects the client's message and places the quote in a changes-requested state. The client cannot accept until the request is resolved.

How you respond

Open the contract and read Client requested changes.

• For supported changes to an unsigned quote, expand Edit line items, make the actual edits, and click Save line items.
• Saving updates the hosted quote but does not email the client.
• In the resolution panel, choose I edited the quote with the requested changes only after applying the edits, or No changes needed, ask the client to reconsider.
• Add the response note and use Resolve & email client.

Resolving returns the quote to an actionable sent state and handles the renewed signing window where applicable. A client holding an older version must reload changed terms before accepting.

The resolution message itself does not change prices. If the requested change is outside the editor's supported fields, use a replacement quote or the appropriate change-order workflow.

Counter-offer caps

Settings → Quotes → Counter-offer limit controls the allowed rounds. The default is 3; 0 removes the cap. Reaching the limit prevents further requests on that quote, not a conversation outside the app.

Expiration

New quotes use Valid for (days), initially 14 days. The applicable Acceptance grace period (days) can extend the acceptance window; its default is 0.

Check the actual offer status and displayed validity before resending an old link. Expiration handling can update the stored status after the window closes; acceptance checks also enforce the effective expiry.

Voiding a quote

For an unsigned offer, open its admin contract page and choose Next action → Void quote. Enter a reason and confirm. The history remains and the client cannot accept a voided offer. A completed signed quote does not offer this withdrawal action.

Voiding does not refund a payment, cancel a provider's service, or reverse a project or invoice already created. Handle those separately through their supported workflows.

To cancel only an unpaid deposit or completion invoice, use Void beside that bill in Invoices waiting on you or Quote invoices. This leaves the signed agreement, project and recurring services unchanged. See Invoice voiding.

What the client sees after accepting

After signing in or completing signup, the client can see the records available to their account: linked projects, signed documents, and issued invoices. A completion draft is not a payable invoice until you finalize and send it.

Check both the contract and invoice status when helping a client: signed, invoiced, and paid describe different events.