Creating quotes: online signing and follow-up

How do you create a quote in stipt?

You create a quote from a record: the job for a customer or a project in the CRM part of stipt. The record has a Quotes block, where you click New quote. The Quotes module is on by default in the Module center.

Next you add lines from your product catalog, place a product set, or type a blank line yourself. You fill in the quantities, write a title, a short introduction for the customer, and the terms. The template pre‑fills default texts for these, which you can adjust per quote. You save it all as a draft.

A draft can be edited freely. A rejected or expired quote needs to be reopened first; after that you can adjust it and send it again. An accepted quote stays locked until you cancel the acceptance. Duplicate quickly gives you a variant, for example with and without an extra product.

What does a quote template control?

A quote template determines what every quote looks like and how it is numbered. You manage templates under Settings > Quotes, in the Modules group.

You build the PDF design with a block editor: headings, paragraphs, the price table, product photos and terms. You pick an accent color and font and can add your own cover page, back page and closing page. In the template settings you set the numbering (a prefix plus the year, for example OFF‑2026‑0001), the defaults such as validity, title, introduction and terms, the pricing settings and the links to your CRM. Inside the texts you can use variables, such as the customer's name and address, the quote number and the valid‑until date.

You can use multiple templates side by side. That is useful when you work with several brands or sales channels, because each template numbers independently. Per template you also choose whether prices are entered including or excluding VAT.

How does the product catalog work?

The product catalog feeds the quote lines. You manage products in the settings under Products, and you can import them as well. You can also update sales prices in bulk there; if prices have changed since you drafted a quote, the quote builder shows an Update prices button to bring the lines up to date.

Each product has a sales price, a VAT rate (21%, 9% or 0%) and a unit. You can also record an internal description and a purchase price per product. Those are only visible internally and never appear on the quote. You can attach a datasheet as a PDF to a product too.

With sets you bundle multiple products with fixed quantities, for example a complete bathroom. Place a set in a quote and all its products land as separate lines in one click.

How do you add lines, discounts and commission?

A quote consists of lines. Each line comes from the catalog in one click, or you type a blank line yourself. Per line you fill in the quantity; the price and VAT rate come from the product.

Discounts work on two levels. A line discount applies to a single line, as a percentage or a fixed amount. A quote discount applies to the total amount. On top of that you can add a commission: a percentage markup that is baked into the unit prices and applied before any discount. The customer only sees the adjusted prices, not a separate commission line.

Who may give discounts or commission is set per template. There are three options: everyone, everyone up to a fixed maximum, or admins only. Admins may always exceed the maximum. That keeps margins under control without routing every quote past an admin.

How do you send a quote by email?

Click Send quote. The customer receives an email with a link to their personal quote page and the PDF as an attachment. No login is needed; the unique link handles access. Which email is used for this is set in the quote template.

From that moment stipt tracks the status automatically: sent, viewed, accepted or rejected. That status flows back to the record, so the whole team can see where a deal stands without chasing it by phone.

Validity is set as a number of days that starts counting when you send the quote. A draft therefore never expires. Once the term has passed, the quote counts as expired and the customer can no longer respond. Reopen the quote and send it again, and the term starts over by itself.

What does the customer see on the landing page?

The landing page is the public page the customer sees when opening the quote link. Under Quotes, on the Landing page tab, you choose a design (Minimal, Bold or Editorial) and an accent color, so the page matches your brand. Your logo and the link to your terms and conditions are set in Settings > Customer contact.

On the page the customer can switch between Dutch and English and download the quote as a PDF. Through the Attachments button they can also download the datasheets of the products on the quote.

Optionally the quote shows a personal contact card: a photo, a short intro and contact options such as email, phone and WhatsApp. Each team member enables this in their own account, under Contact card. That way the customer knows exactly who to reach with questions.

How does the customer accept or reject online?

Accepting takes two steps. The customer first ticks the agreement checkbox, which activates the accept button. They then fill in their full name and confirm. stipt records which version they signed, with their name, the timestamp, the IP address and a check code over the exact content. Verify signature later tells you whether that code still matches.

Rejecting is also possible, optionally with a reason. That reason shows up in stipt, so you know why a quote did not go through.

After accepting or rejecting, the page shows a status message instead of the buttons, so it cannot be handled twice. Did the customer agree by phone or WhatsApp? Then you mark the quote accepted yourself with the Accepted button in the quote builder; no signature is added in that case.

What can happen automatically after acceptance?

Three things can run automatically once the customer accepts.

First, the CRM link: on the Connections tab of the quote template you define which record status matches each quote status. When the customer accepts, the record jumps to the matching status automatically; later quotes on the same record, such as extra work, do not do that again. By default an accepted quote also fills the Products block on the record, so you can see what the customer bought.

Second, emails per status. You set those up in Studio, on the email template: through the lightning icon you pick a quote trigger, such as Quote accepted or Quote expired. A reminder, for example three days after sending when nothing has been signed yet, works the same way, with the Days after quote status trigger.

Third, rules in Studio: with the trigger for an accepted quote you start broader follow‑up, such as creating a task, updating a field, adding a note or notifying a colleague.