Customer portal
What customers see in the customer portal, how they accept, reject or request changes to quotes, pay invoices, follow orders and view assets, and which portal pages and token links work without signing in.
Invoices
How invoices work at /invoices, including creation from quotes and tasks, sending, online payment through Stripe, recorded payments, credit notes, write-offs, reminders and the Payments page.
Customer portal
What customers see in the customer portal, how they accept, reject or request changes to quotes, pay invoices, follow orders and view assets, and which portal pages and token links work without signing in.
Invoices
How invoices work at /invoices, including creation from quotes and tasks, sending, online payment through Stripe, recorded payments, credit notes, write-offs, reminders and the Payments page.
How quotes work at /quotes, from the pipeline board and versioned sending to customer acceptance, deposits, PDFs, and turning a quote into an invoice, order or task.
Quotes are priced offers to a customer. They live under Finance > Quotes at /{orgSlug}/quotes, which has two tabs:
/quotes): a board with one column per status. Open quotes always show. Accepted, rejected, expired and withdrawn quotes default to those closed since last month; switch the period to All time to see older ones./quotes/all): a table with search, filters, sorting and bulk actions.A drafts-only table is also available at /quotes/drafts. New quotes start at /quotes/create, and a quote opens at /quotes/[quoteId], where the ID in the URL is the quote number.
The quote detail page is a branded document preview with the letterhead, dates, lines, totals and closing text. The email message, internal notes and linked records sit below the document.
| Status | Meaning |
|---|---|
| Draft | Not sent yet. Everything stays editable, including the customer. |
| Sent | Published to the customer, who can accept, reject or request changes. |
| Changes requested | The customer asked for changes with a comment. |
| Expired | The valid-until date passed without a decision. |
| Accepted | The customer or staff accepted the quote. It is locked. |
| Rejected | The customer declined with a reason, or staff marked it rejected. |
| Withdrawn | Staff withdrew a live quote so the customer can no longer accept it. |
On the board you can drag a draft to Sent, a sent quote to Accepted or Rejected, and an expired quote back to Sent or to Rejected. Accepted, rejected and withdrawn quotes do not move.
Sending publishes version 1 on the same quote number and URL. After that, edits stay private until you select Send new version, which publishes the next version. Customers see the version history (v1, v2 and so on), with the latest published version as current. The customer is locked once the quote is sent. Accepting an older version than the latest published one is refused.
A quote has a title, introduction, closing text and lines. Line types are section headers, products, time, fixed price, subscription (weekly, monthly, quarterly or yearly, with a number of billing periods) and custom lines. A document discount can be a percentage or a fixed amount, and a promotion can supply it.
Prices can be shown including or excluding VAT. VAT rates come from the organization's presets plus Custom, and totals show VAT per rate. The VAT regime can be standard, reverse charge, exempt, KOR or margin scheme. Reverse charge requires the customer's VAT number before sending.
The Options panel holds the workflow, validity, currency, VAT and deposit settings:
Quote templates add Create an order when accepted, which turns the accepted lines of quotes from that template into a confirmed sales order, so stock is reserved and fulfillment can start.
The Quote progress strip shows the lifecycle stages. The default quote lifecycle runs Sent, Viewed, Accepted and Invoiced, with branch stages for Changes requested, Deposit paid, Rejected, Expired and Withdrawn. It sends the quote email, records the first customer view, reminds the customer before expiry, marks the quote expired, and rejects an expired quote automatically after 30 days unless a new version is sent. Stages that the lifecycle marks as manual can be moved by hand.
Templates can point a quote at a different lifecycle. See Content.
Creating a quote from a customer or asset page prefills that customer and returns you to the page after saving.
Select Send on a draft. Sending checks that the customer has a billing or contact email, a valid VAT number when reverse charge applies, and a valid-until date far enough ahead. The send email attaches the quote PDF, plus the terms and conditions PDF when the template sets one. When an approval policy applies, sending notifies the approvers and you send again once the quote is approved. See Approvals.
Sending holds stock for tracked product lines until the quote expires, is rejected or withdrawn, or you select Release stock. A shortfall never blocks sending; the dialog lists the lines that are short. See Products.
You can also select several quotes in All quotes and send them together.
The customer opens the quote at /{orgSlug}/portal/quotes/[quoteId], including as a guest, and can download the PDF there. From the portal they can:
Staff can also select Mark accepted or Mark rejected with an optional reason. To revise a quote after changes were requested, or after it was rejected, expired or withdrawn, edit it and select Send new version. To stop a sent or expired quote from being accepted, select Withdraw.
See Customer portal for the customer's view.
Accepting a quote emails the customer, notifies the team, creates a draft invoice and opens a follow-up task. It never sends the invoice. With a deposit, accepting creates the deposit invoice, and the final invoice deducts the deposit per VAT rate. When the quote template has Create an order when accepted switched on, a confirmed sales order is created instead and invoicing follows the order's policy.
On an accepted quote you can also:
Notes are an internal thread that stays off the PDF and the customer-facing quote. Mention users and teams with @, or work and customer records with #. Notes stay editable after sending for anyone who can update the quote.
The Tasks and invoices section shows the work that carries out the quote and what has been billed for it. Use Link tasks to connect existing tasks. Customer assets can be linked to a quote through the API or from the asset on the customer record.
The Other menu and the row actions offer Show online (the customer view), Duplicate, Download PDF and Delete. Deleting a draft removes it permanently; other quotes are hidden from lists. Bulk actions in All quotes are send, mark accepted, mark rejected and delete. Export the filtered list as CSV, Excel or PDFs.
| Key | Grants |
|---|---|
organization.quotes.view | See quotes and download PDFs |
organization.quotes.create | Create quotes |
organization.quotes.update | Edit quotes, notes, linked tasks and stock holds, and create a task from a quote |
organization.quotes.delete | Delete or hide quotes |
organization.quotes.send | Send a quote or a new version |
organization.quotes.mark-accepted | Mark a quote accepted |
organization.quotes.mark-rejected | Mark a quote rejected |
organization.quotes.withdraw | Withdraw a sent or expired quote |
organization.quotes.duplicate | Duplicate a quote |
organization.quotes.approve | Decide on quote approval requests |
Creating a task from a quote also needs organization.tasks.create, and creating a customer inline needs organization.customers.create. See Access control.
quote.sent, quote.viewed, quote.accepted, quote.rejected, quote.changes-requested, quote.expired, quote.withdrawn and quote.deposit-paid can trigger workflows and outgoing webhooks.listQuotes, getQuote, createQuote and updateQuote. See MCP.All paths are under /api/v1/organizations/{organizationId}.
| Resource | Operations |
|---|---|
/quotes | List, create, get, update, delete |
/quotes/{quoteId}/send | Send |
/quotes/{quoteId}/accept and /reject | Accept and reject |
/quotes/{quoteId}/duplicate | Duplicate |
/quotes/{quoteId}/notes | List, add, update, delete |
/quotes/{quoteId}/tasks and /assets | Set linked tasks and set linked assets |
/quotes/{quoteId}/lifecycle | Get lifecycle and advance a stage |
The customer's change request goes through the public portal endpoint requestPortalQuoteChanges.
Last updated on
Customer portal
What customers see in the customer portal, how they accept, reject or request changes to quotes, pay invoices, follow orders and view assets, and which portal pages and token links work without signing in.
Invoices
How invoices work at /invoices, including creation from quotes and tasks, sending, online payment through Stripe, recorded payments, credit notes, write-offs, reminders and the Payments page.