Quote approval flow in the customer portal
Customers can view, approve, or decline your quotes directly in the portal — no back-and-forth emails, no printing and scanning, and no chasing required.
The customer's journey
You share the portal link via WhatsApp, email, or SMS. The customer taps or clicks the link — it opens instantly in their browser with no login or app download needed.
The portal shows the quote with every line item, quantity, unit price, VAT breakdown, and total. They can scroll through it like a professional PDF, but live and interactive.
Two clear buttons sit below the quote: "Approve quote" (green) and "Decline quote" (outlined). The buttons are mobile-optimised — large enough to tap with a thumb.
If you have digital signatures enabled in Settings, the customer is prompted to draw or type their signature before approving. This is stored against the quote record.
Customers who click "Decline" are asked to optionally provide a reason (e.g. "Price too high", "Going with another quote", "Not proceeding"). This feeds back to your quote record.
The moment the customer approves or declines, Trade2Base sends you a push notification (mobile app) and email. The quote status updates in real time.
Automatic conversion to invoice
When a customer approves a quote, Trade2Base can automatically convert it to an invoice — saving you the manual step entirely.
Go to Settings → Quotes → Auto-convert approved quotes to invoices and toggle it on. When a quote is approved via the portal, Trade2Base immediately creates a draft invoice with all the same line items and totals.
Auto-converted invoices are created as Draft, not sent immediately. Review them in the Invoices section before clicking Send to the customer. This gives you a chance to add a deposit amount or adjust payment terms if needed.
Digital signature capture
Digital signatures give you written evidence that the customer agreed to the quote before work began. This is particularly useful for larger jobs or commercial customers.
Go to Settings → Portal → Require signature on quote approval and toggle it on. All future portal quote approvals will include the signature step.
Signatures are saved on the quote record under the Approvals tab. They include the customer's name, signature image, and a timestamp. You can download a signed PDF copy from this tab at any time.
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