Quotes and Signatures

Build a priced quote, send each signer their own link, and have it accepted and signed online, with no account needed.

Overview

Quotes gives you:

• Quotes with priced lines, tax, a discount, terms and a "valid until" date.
• A customer picked from your Contacts.
• One or more signers, each with their own private link.
• Online signing: the customer types their name, and can draw a signature too.
• A clear record of who signed and when.
• One click to turn an accepted quote into a draft invoice.

Building a quote

Open Quotes and Signatures in the sidebar and press New quote. A draft opens straight away with one line ready to fill in.

• Title - what the quote is for.
• Customer - who it is for, picked from your contacts. Add the person under Contacts first if they are not there yet.
• Valid until - the last day it can be signed. Leave it empty and the quote never expires.
• Terms - shown to the customer above the signature box.
• What is being quoted - each line has a description, quantity, unit price and tax %. Press Add a line for more, and set a discount under the totals.

Press Save draft to keep your changes. They are also saved when you send. If you try to leave with unsaved changes, you are asked first. Every priced line needs a description before the quote can be saved.

Your numbers are checked before they are saved, and a message appears next to the field that needs fixing. Nothing is changed quietly for you: a price cannot be negative, tax must be between 0% and 100%, the discount cannot be more than the subtotal, a title can be up to 200 characters and a line description up to 500. If Valid until is a date in the past you see a warning, and the quote cannot be sent until you change it.

To start a new quote from an old one, press Duplicate on any quote. You get a new draft with the same customer, lines, discount, notes and terms.

Who signs it

Under Who signs this, add each person who needs to sign: their Name and Email, then press Add. Everyone gets their own link, and nobody sees anyone else's.

Each email address must be a real address, or you are asked to correct it.

If you add nobody, the customer on the quote is the signer.

To have someone in your business sign after the customer, add them and set Side to Someone here (countersigns). The quote stays open until that person has signed too, and only then becomes Accepted.

Sending it

Press Send for signing. A window opens with each signer's link and a Copy link button.

Each signer with an email address is also emailed their link from your own address, never from SoftSolz. For this you need a verified sending address under Marketplace → Email sending that is used for all services. Without one, nothing is emailed. When an email cannot go out, the window says so in a warning, so copy the link and send it yourself.

Once a quote has gone out it can no longer be edited. If somebody loses their link, open the quote and press Get the signing link. You get the same link as before, so the one already in their inbox keeps working. A link stays valid for 60 days from the last time you sent or fetched it.

To nudge people who have not signed yet, press Chase it. Everyone still to sign who has an email address gets a reminder. If nobody could be emailed (no address, or no sending address set up), you are told so instead of seeing a success message.

If you set Valid until, a sent quote that passes that date is marked Expired overnight, and its link no longer accepts a signature.

How signing works

Your customer does not need an account. They open the link, read the quote and the terms, and then under Accept this quote:

1. Type their full name. This is their signature.
2. Optionally draw a signature as well.
3. Tick the box to agree to the terms.
4. Press Accept and sign.

They can press Decline instead and give an optional reason. One signer declining closes the whole quote. The quote shows Declined, that signer is marked Declined, and the reason is shown to you on the quote.

When there are several signers, everyone can sign as soon as they have their link. The quote becomes Accepted once all of them have signed, and once your countersigner has signed if you added one.

If the name or email typed at signing is not the one you invited, the Signed card tells you so.

The signed record

Once someone signs, the quote shows a Signed card with the signer's name, when they signed, what they agreed to, any drawn signature and the document fingerprint. Each signer's badge also changes to Signed.

Press Download PDF for a copy of the quote.

After it is signed

On an accepted quote, press Turn into an invoice. You get a draft invoice in Invoicing with the same lines, the same discount, tax and total, and the quote terms, and the quote shows as Invoiced as INV-0001 with a link to the invoice. Install Invoicing to open and send it.

If the customer is not in Invoicing yet, you are asked to check their name and email, filled in from the quote. Press Add customer and create invoice and they are added for you. The invoice starts as a draft, so check it and choose how you want to be paid before you send it.

Knowing when it is opened

The first time the customer opens their link, the quote changes from Sent to Opened, and that signer is marked Opened. That is the moment to follow up if they go quiet.

The quote owner is told in the notifications bell when the customer opens, signs or declines, and by email when someone signs or declines.

The status moves through Draft, Sent, Opened, then Accepted, Declined or Expired, and finally Invoiced once you turn it into an invoice.

Test it step by step

These steps prove quotes work from start to finish. You can try them in the sandbox first: open the workspace menu and choose Switch to Sandbox mode. The sandbox keeps its own data and settings, so set things up there too.

1. Install the service. Open Marketplace, find Quotes and Signatures and press Install. Do this as the workspace owner or an Admin. Other roles need the Quotes permissions turned on under Members & access → Roles.
2. Add yourself as a contact. Under Contacts, press New contact and use an email address you can read.
3. Connect a sending address (optional). To get the link by email, add a verified address under Marketplace → Email sending that is used for all services. You can skip this and copy the link instead.
4. Build the quote. Press New quote. Give it a Title, pick yourself as the Customer, and fill in the first line, for example "Design work", quantity 1, unit price 500. Press Save draft. You should see "Draft saved".
5. Send it. Press Send for signing. You should see "Quote sent" and a window with the signing link. The status changes to Sent.
6. Sign it as the customer. Open the link in a private browser window (or from the email). The status on your quote changes to Opened. Type your full name, tick the agreement box and press Accept and sign. You should see "Thank you" and an Accepted badge.
7. Check the result. Back in the dashboard, the quote shows Accepted and a Signed card with your name and the time.
8. Optional: make the invoice. With Invoicing installed, press Turn into an invoice. A draft invoice appears under Invoicing → Invoices and the quote shows Invoiced.

For developers

In the sandbox, create an API key under Developers with the service.quotes.create scope. Sandbox keys start with sk_test_. Prices are in pence (or cents), so 50000 is 500.00.

curl -X POST https://app.softsolz.uk/api/v1/services/quotes/quotes \
  -H "Authorization: Bearer sk_test_your_key" \
  -H "Content-Type: application/json" \
  -d '{
    "title": "Website redesign",
    "currency": "GBP",
    "lines": [{ "description": "Design work", "quantity": 1, "unit_price_cents": 50000 }]
  }'

A reply with "status": "draft" and a quote number means it worked, and the draft appears in your Quotes list. To send it and get the signing links, call Send a quote and get its signing link. Full details: Draft a new quote.

If something goes wrong