Send a quote for client approval
Learn how to email a quote to your client. Getting approval on a quote helps you formalize your scope and pricing before work begins.
This guide shows you how to send a quote to a client for their approval. Getting a client's formal approval on a quote helps secure the work and sets clear expectations for everyone.
Before you start
- You must have a staff member role with permissions to send quotes.
- The client must have a valid email address saved in their client record.
- You need to have a quote saved with a status of
Draft.
Send a quote
You can email a quote directly to your client from within AtomicSam. Your client will receive a link to a secure webpage where they can view and approve the quote.
- From the main navigation, go to Jobs → Quotes.
- Find and open the draft quote you want to send.
- Review the quote details. Check the line items, terms, and Job Total for accuracy.
- Select the Send to Client button at the top of the page.
- A window appears for you to compose your email.
- Check the To field to confirm the correct client contact and email address are listed.
- You can edit the email's Subject and body. Personalize the message for your client.
- Select Send Quote to email the quote.
💡 Tip: You can create email templates in Settings → Email Templates to save time. Using templates ensures your client communications are always professional and consistent.
What your client sees
Your client receives an email that contains your message and a unique, secure link to view the quote. When they select the link, they are taken to the Client Portal.
From the portal, your client can:
- View the quote in their web browser.
- Download a PDF copy for their records.
- Approve the quote with a single click.
- Request changes by leaving a comment.
We automatically notify you as soon as your client views or takes action on the quote.
Track quote status
You can follow a quote's progress from the main Quotes list. Each quote has a status that updates automatically to show you where it is in the approval process.
| Status | Description |
|---|---|
Draft | The quote is in progress and has not been sent. |
Sent | The quote has been emailed but the client has not yet viewed it. |
Viewed | The client has selected the link and viewed the quote. |
Approved | The client has formally accepted the quote's terms and price. |
Declined | The client has rejected the quote. |
Changes Requested | The client has viewed the quote and left a comment requesting changes. |
To see a complete timeline, open the quote and select the History tab. This log shows you exactly when the quote was sent, viewed, and approved.
ℹ️ Good to know: After a client approves a quote, you can convert it into a job to begin tracking work or into an invoice to collect a deposit.
Good to know
- Once a quote is sent, you cannot edit it. If you need to make changes, you must first recall the quote from the More Actions menu. This creates a new draft for you to edit and deactivates the original link sent to the client.
- To send a quote to more than one person, add their email addresses to the CC field in the send window.
- You can set up automatic reminder emails for quotes that have not been approved after a certain number of days. You can configure this feature in Settings → Automation. This is available on Pro and Ultra plans.