How to Send a Quote

Send your customer an email with the quote details, a PDF copy and a link to the Customer Portal. The customer signs in with the email address on file and a one-time code.

Open the quote

1. Open Sales in the top navigation bar.

   

2. Choose Quotes.

   

3. Double-click the quote you want to send.

   

4. If the preview drawer opens, choose View Quote to open the full page.

   

Create a Pro Forma invoice before sending, if needed

An invoice on a quote appears in the Customer Portal as a Pro Forma Invoice. Create one before sending the quote if you want your customer to see the grand total, tax and deposit due in the portal.

1. On the quote, choose + Invoice.

   

2. Confirm Bill To, Ship To and Select Tax.

   

3. Under Available Line Items, choose Add All to include all remaining items.

   

4. Choose Save and Close to create the invoice.

   

Send the quote from Admin

The email goes to the contacts selected under Email Recipients. If they are already correct, continue to step 4.

1. Choose the pencil beside Email Recipients.

   

2. Select the contacts who should receive the quote. Clear a checkbox to leave that contact out.

   

   A contact needs an email address to receive the quote. If the person is not listed, add them to the customer's contacts, then return to this list.

3. Choose Close to return to the quote. Your recipient selection is saved automatically without a separate save button.

   

4. Open Quick Actions, the three-dot menu at the top right of the quote.

   

5. Choose Send Quote Details. This sends the email without opening a message composer.

   

The customer receives the quote reference, an attached PDF copy and a link to the Customer Portal. You do not need to send a separate link.

The email wording comes from your message template. See How to Create and Use a Message Template to customize it.

Send a personal message instead

Use Customer Message when you want to write your own email. The email includes your message and a link to the Customer Portal. It does not automatically attach the quote PDF. Use Send Quote Details above to include the PDF.

1. Choose Customer Message, the envelope icon.

   

2. Confirm the contacts under Sent To, write your message and choose Send.

   

3. Choose Close (×) to return to the quote.

   

Share the quote link outside YoPrint

Copy the portal link to share the quote outside YoPrint.

1. On the quote, choose the chain-link icon beside Customer Message. Send the copied link to the customer.

   

How your customer views the quote in the Customer Portal

When your customer opens the link, they sign in with the email address your shop has on file.

1. After signing in, they choose Quotes in the sidebar.

   

2. They select the quote. The quote opens in a drawer.

   

3. For a full-page view, they choose View full details in the drawer.

   

The drawer and full-page view both show Overview, Jobs, Money and Messages. Pro Forma Invoices appears once you create an invoice on the quote.

How your customer checks totals and downloads a Pro Forma invoice

Before you create a Pro Forma invoice, the quote's Money panel shows the subtotal and a dash for Shipping, Discount, Tax, Grand total, Amount paid and Balance due.

After you create a Pro Forma invoice, the Money panel shows the calculated totals and deposit due. In this example, the same quote shows $20.00 for the grand total, $4.00 for the deposit due and $20.00 for the balance due.

Your customer can download the invoice from either the quote drawer or the full-page view.

1. They open Jump to.

   

2. They choose Pro Forma Invoices.

   

3. Under Pro Forma Invoices, they select the invoice, Invoice 5 in this example.

   

4. In the Pro Forma Invoice drawer, they choose Download.

   

5. They choose Pro Forma Invoice to open a PDF they can save or print.

   

How your customer prints the quote

The quote's Print menu opens a PDF of the quote itself. The Pro Forma Invoice download above opens the invoice PDF.

1. On the quote, your customer chooses Print.

   

2. They choose Print Quote to open a PDF they can save or print.