Your customer can accept a sent quote digitally, with a name and signature. This can be done through a link in the email, without an account, or in the portal. After that you see on the quote who signed and when, and you turn it into a draft invoice with one click. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
What the customer receives
- If you entered an email address when sending, the recipient gets an email with the quote number, the total including VAT and the date until which the quote is valid. The quote is attached as a PDF and the button Offerte online bekijken & goedkeuren (View & approve quote online) opens the online quote.
- The contact person and the customer's users with portal access get a notification in the portal. They find the quote under Offertes & facturen → Offertes (Quotes & invoices → Quotes).
The online quote
The link from the email works without logging in. The page shows your logo, the customer details, all lines, the totals, any instalments and your remarks or terms. With PDF downloaden (Download PDF) the customer downloads the quote.
As long as the quote has the status Verstuurd (sent), the block Akkoord geven (Give approval) is shown at the bottom:
- The customer fills in their Naam (Name). It is required when accepting.
- They put their Handtekening (Signature) in the signature box. With Handtekening wissen (Clear signature) they start again.
- They click Accepteren & ondertekenen (Accept & sign), or Afwijzen (Reject).
A draft cannot be opened through the link. If you revise a sent quote, it goes back to Concept (draft) and the link only works again after you have sent it again.
Accepting in the portal
A logged-in customer opens the quote and clicks Accepteren (Accept). In the window Offerte accepteren (Accept quote) they fill in Naam ondertekenaar (Signatory's name), put their Handtekening and click Akkoord & ondertekenen (Approve & sign). With Afwijzen they reject the quote.
The buttons are only visible to the contact person chosen on the quote, and to users of your own company who may see all quotes and have the right Offerte accepteren of afwijzen (Accept or reject quote). Other users of the customer can still view the quote.
What you see afterwards
- The status becomes Geaccepteerd (accepted) or Afgewezen (rejected). The quote moves to the tab Akkoord (Approved) or Afgewezen.
- At the top of the quote the block Beslissing (Decision) appears with the outcome, by whom, the time, the IP address and the signature.
- The owners of your company get a notification. On approval they also receive an email.
- On approval the customer gets a confirmation by email. It goes to the contact person, or to the customer's email address if there is no contact person.
- Historie (History) shows the decision with name and time.
An accepted or rejected quote cannot be decided on again or edited. If you want to make an adjusted proposal, use Dupliceren (Duplicate) and send the new quote.
Creating an invoice from an accepted quote
An accepted quote has the button Maak factuur (Create invoice). You need the right Factuur aanmaken (Create invoice) for this. Beamcore creates a draft invoice with all lines of the quote, the VAT percentage, the discount, the reference and the texts, and opens that invoice straight away.
The invoice is for the full quote amount. The instalments from In delen factureren (Invoice in instalments) are not automatically created as separate invoices. If you want to invoice in instalments, adjust the lines of the draft invoice. The rest works as described in Creating and sending an invoice and recording a payment.