Review & send the quote
Check the totals and margin, then Email quote. It only shows as Sent once the email has gone.
What this is for
Review is the last look before the customer sees it: every line's sell price, the subtotal and total, your gross margin and markup, and any warnings — a line not yet calculated, dates or fulfilment not set. Email quote then sends it. A quote only reads Sent once an email has gone; one marked sent without emailing reads Not emailed, so nobody mistakes it for one the customer has.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Review & send
- Warnings
- A line still needing pricing must be calculated; missing fulfilment or dates can wait until acceptance.
- Project logistics
- Fulfilment, client date and production finish date as set.
- Item · Sell · Breakdown · Subtotal · Total
- Every line's sell price with a breakdown, and whether a delivery line was added.
- Brand profile on PDF
- Only shown when you trade under more than one name. Which name this quote goes out under.
- Email quote
- Opens the email on the quote page, with the address and a preview of the PDF. Nothing goes until you press Send it there.
- Mark as sent without emailing
- For a quote you sent another way. Asks first, then records the status; the quote shows as Not emailed.
- View quote PDF · Download quote PDF
- Shown once every line is priced. Look at or save the PDF without emailing anything. It prints under the customer's usual brand; a different one picked above is used once you email it or mark it sent.
The quote page
- Status strip — Draft · Sent · Decision
- Where the quote is. A quote marked sent but never emailed reads Marked sent · not emailed, in amber.
- Open quote builder · View quote PDF · Download quote PDF · Email PDF
- Edit, look, save, or send again. On a quote that was never emailed the button reads Email quote.
- Edit quote · Email quote · Mark as sent without emailing · Accept and make job · Copy to new quote · Delete
- The buttons on a draft. Email quote is the main one.
- Customer · lines · totals · Pricing
- The customer, each line as printed (Show breakdown opens its costed parts), cost subtotal, project total, margin, and advice from your own decided quotes.
- Files · Correspondence
- Files on the quote (tagged Artwork, Proof, Site & reference, Final files, Dispatch photos, Client supplied or Sample image) and logged calls and emails.
Step by step
- 1
Press Review everything first → in the rail. Every line is listed with its sell price and a Breakdown link showing where the money goes.
- 2
Read the warnings at the top. A line that still needs pricing must be calculated before sending. Missing dates or fulfilment can wait — you can send, but they are required before acceptance.
- 3
Check the rail: Total, Gross margin, Markup and Total markup. If the margin is thin, Markup on the whole quote adds points to every line; a minus comes down.
- 4
Press View quote PDF to see what the customer will get, or Download quote PDF to save a copy. Both are on Review & send and on the quote page; Edit quote on the quote page reopens the builder.
- 5
Press Email quote, in the builder's rail or on the quote page. Check the address it shows, add a note, press Send, check the preview, then Send it. The quote reads SENT once the email has gone.
- 6
If the quote went out another way — printed, handed over, or attached to your own email — use Mark as sent without emailing so the pipeline is right. It asks first, and the quote reads NOT EMAILED so it is never mistaken for one Sign OS sent.
- 7
If your shop approves quotes before they go, the main button is Send for approval instead. Email it once it is approved.
- 8
If Put an approve link in quote emails is on in Quotes & invoices, the email also includes View and approve your quote. The link lasts 30 days; a newer revision closes the earlier link.
Tips & gotchas
- Send from Sign OS rather than attaching the PDF yourself: the Sent emails tab under Settings → Connections → Email then tells you whether it was delivered, and follow-ups can run off it.
- The Pricing panel on the quote page compares this quote to your own decided quotes for the same product — advice only, nothing changes the price.
- Copy to new quote on the quote page is how you re-quote a customer who came back with changes. A wording change on a sent quote doesn't need it: see Change the wording on a sent quote.