# Manage quotes A quote is a pricing estimate for requested goods or services and can help facilitate negotiation before creating an order. Customers can approve or reject a quote. If the customer accepts the quote, depending on which quote acceptance conditions are defined and fulfilled, a new order is created based on the quote. Merchants can also recall or cancel an issued quote. For information on the quote lifecycle, see [Quotes](/docs/dev-docs/quotes). To create a quote, see [Create a quote](#create-a-quote). There are 3 quote types: | **Type** | **Description** | | --- | --- | | `creation` | Quote for new orders. When the quote is accepted, a new order is created. For more information, see [Create a new quote](#create-a-quote). | | `change` | Quote for modifications to existing recurring orders. This type of quote is used when the customer wants to add or remove items from their order. When this quote is accepted, quote items and settings are applied to the related order. This type of quote can be created for active orders only. For more information, see [Modify subscription items or settings](/docs/data-tables/manage-subscriptions#modify-subscription-items-or-settings). | | `reactivation` | Quote for reactivating canceled or churned recurring orders. When the quote is accepted, quote items and settings are applied to the order and the order is reactivated. For more information, see [Reactivate a canceled subscription](/docs/data-tables/manage-subscriptions#reactivate-a-subscription). | ## Customize quote appearance To customize the appearance of a quote, such as changing the logo, or to update the company information that is displayed, see [Edit an organization](/docs/settings/organizations-and-websites#edit-an-organization). ## Create a quote A quote is a pricing estimate for requested goods or services and can help facilitate negotiation before creating an order. Customers can approve or reject a quote. If approved, depending on which quote acceptance conditions are defined and fulfilled, a new order is created based on the quote. A quote has an expiration date. Merchants can also [recall an issued quote](#recall-an-issued-quote) or [cancel an issued quote](#cancel-an-issued-quote). Use this process to create a quote. 1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly. 2. In the left navigation bar, press , then press **Customers**. 3. In the **Name** column, press a customer's name. 4. In the right of the screen, press , then press **Create quote**. 5. In the **Website** field, select a website to associate with the quote. 6. In the **Products and plans** section, select products and plans to add to the quote. 7. In the **Quote details** section, enter the following: - The expiration date of the quote. - A URL to redirect the customer to when a quote is accepted or rejected. - Apply any coupons to the quote. 8. Optionally, to specify that payment for related orders must occur automatically, in the **AutoPay** section, select the **Enable autopay** checkbox. 9. In the **Acceptance** section, specify the condition that must be fulfilled for the quote to be accepted. Select from the following: - **Payment:** To accept the quote, the customer must pay the full amount of the quote. - **Customer**: Payment is not required to accept the quote. 10. Optionally, to display payment terms to the customer: In the **Payment terms & signature** section, enter terms. 11. Optionally, to display a signature line on the printed quote: Select to **Include a signature line**, then enter a signatory name to print on the signature line. 12. Press **Save quote**. ## Download a quote in PDF format Use this process to download a quote in PDF format. You can download a quote at any time, regardless of the quote status. 1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly. 2. In the left navigation bar, press . 3. Press **Billing**, **Quotes**, then select an issued quote. 4. At the bottom of the quote, on the left, press **Download PDF**. ## Edit a quote Use this process to edit or add quote items, and also to change the settings of a quote. Important To edit a quote, the quote must be in the draft status. If the quote you want to edit has been issued, recall the quote so that it can be edited. For more information, see [Recall an issued quote](#recall-an-issued-quote). To create a new quote, see [Create a quote](#create-a-quote). 1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly. 2. In the left navigation bar, press . 3. Press **Billing**, press **Quotes**, then in the **ID** column press a quote. 4. In the right of the screen, in the **Quote details** section, press **Edit**. 5. Select from the following: Change expiration date, redirect URL, associated coupons, or written signatureIn the **Quote details** section, enter the following: - The expiration date of the quote. - A URL to redirect the customer to when a quote is accepted or rejected. - Apply any coupons to the quote. Change how shipping rates are calculated for shippable quotesIn the **Shipping** section, select from the following: - **Rebilly**: Dynamically calculate shipping costs based on your configured [shipping rate settings](/docs/settings/shipping). - **Manual**: Manually specify the shipping cost. Change the website that is associated with the quoteIn the **Website** field, select a website to associate with the quote. Configure autopay for the associated orderUse this process to configure if payment attempts for the related order must occur automatically. This setting supersedes the autopay setting that is currently configured on the order. For more information, see [Autopay](/docs/data-tables/manage-subscriptions#autopay). In the **Autopay** section, turn on the **Override autopay** toggle, and then select the **Enable autopay** checkbox. Edit or add items to the quote 1. Select from the following: Add items 1. Under the items that are included in the quote, press **Add another product and plan**. 2. In the **Product** dropdown, select a product. 3. In the **Plan** dropdown, select a pricing plan. Change a productOn the product, in the **Product** dropdown, select another product. Change pricing planIn the **Plan** section, press **Select a different plan**, then select a plan. Change quantity of an itemIn the plan or product, in the **Quantity** field, enter a new quantity. Edit plan informationThis option is only available for order items. 1. On a quote item, in the **Plan** section, press **Edit plan**. 2. Press **Plan info**. 3. In the **Name** field, enter a name to display on receipts and invoices. 4. In the **Currency** dropdown, enter the currency to use for this quote. 5. Under **Type**, select one of the following: - To change the plan to a trial only plan: Select **Trial only**. - To change the plan to recurring plan: Select **Recurring**. - Change the plan to a non-recurring quote: Select **One-time**. 6. Press **Save**. Edit pricing 1. On a quote item, in the **Plan** section, press **Edit plan**. 2. Press **Pricing**. 3. In the **Pricing formula** dropdown, select a custom pricing formula. For more information, see [Pricing formulas](/docs/settings/pricing-formulas). 4. In the **Price** field, enter the price. 5. Optionally, specify maximum and minimum quantities. 6. Press **Save**. Edit trial and setup settingsUse this option to edit the trial and setup settings for this quote. This option is only available for order items. 1. On a quote item, in the **Plan** section, press **Edit plan**. 2. Press **Trial and setup**. 3. In the **Trial** section, to configure a custom trial period, select **Activate trial**, then specify the trial period length and total price. For a free trial, in the **Trial price** field, enter `0`. 4. In the Setup section, to configure a custom setup fee, select **Activate setup**, then specify the setup fee amount. 5. Press **Save**. Remove an itemOn the item, press . Specify payment terms & signature 1. To display payment terms to the customer: In the **Payment terms & signature** section, enter terms. 2. Optionally, to display a signature line on the printed quote: Select the **Include a signature line** checkbox, then enter a signatory name to print on the signature line. Specify quote acceptance conditionsIn the **Acceptance** section, specify the condition that must be fulfilled for the quote to be accepted. Select from the following: - **Payment:** To accept the quote, the customer must pay the full amount of the quote. - **Pay later**: The customer can accept the quote and pay later. 6. Press **Save quote**. ## Filter quotes Use this process to filter quotes in a data table segment based on specific criteria. For example, you can filter quotes by customer ID, accepted time, status, and more. 1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly. 2. In the left navigation bar, press , then press **Billing**. 3. Press **Quotes**. 4. At the top of the table, press . 5. Select a filter, then press **Apply**. 6. To add more filters, press **Add filter**. ## Issue a quote 1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly. 2. In the left navigation bar, press . 3. Press **Billing**, **Quotes**, then select an issued quote. In the right of the page, in the **Quote details** section, press **Issue quote**. ## Issued quotes The following actions are available for issued quotes. ### Accept or reject a quote Use this process to accept or reject an issued quote on behalf of a customer. When you accept a quote, a new order is created based on the quote. When you reject a quote, the quote is no longer valid, and the customer cannot accept the quote. 1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly. 2. In the left navigation bar, press . 3. Press **Billing**, **Quotes**, then select a quote. 4. In the right of the page, in the **Quote details** section, select from the following: - To accept the quote: Press **Accept quote**. - To reject the quote: Press **Reject quote**. ### Cancel an issued quote Use this process to cancel a quote that has been issued to a customer or potential customer. When you cancel a quote, the quote is no longer valid, and the customer cannot accept the quote. 1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly. 2. In the left navigation bar, press . 3. Press **Billing**, **Quotes**, then select an issued quote. 4. In the right of the page, in the **Quote details** section, press **Cancel quote**. ### Collect a payment for a quote Use this process to collect an amount due on an issued quote. When you collect a payment for a quote, the quote is marked as paid, and the customer can no longer accept or reject the quote. 1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly. 2. In the left navigation bar, press . 3. Press **Billing**, **Quotes**, then select a quote. 4. In the right of the page, in the **Quote details** section, press **Collect amount due**. 5. In the **Amount due** field, enter the amount to collect. 6. Select one of the following payment options: - **Process with payment instrument**: Choose this option to use the process the payment with the customers default payment instrument. - **Paid outside Rebilly**: Choose this option to register a payment that was processed outside the Rebilly product. - **Pay with Rebilly hosted payment form**: Choose this option to generate a hosted payment form URL to share with the customer. 7. Press **Submit**. ### Recall an issued quote Use this process to recall an issued quote so that you can edit the quote. When you recall a quote, the quote is returned to the draft status, and you can edit the quote. 1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly. 2. In the left navigation bar, press . 3. Press **Billing**, **Quotes**, then select an issued quote. 4. In the right of the page, in the **Quote details** section, press **Recall quote**. 5. To edit the quote, see [Edit a quote](#edit-a-quote). ### Share a quote payment link Use this process to generate a payment link for an issued quote, and then share the link with a customer. The customer can use the link to pay the amount due on the quote. 1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly. 2. In the left navigation bar, press . 3. Press **Billing**, **Quotes**, then select an issued quote. 4. At the bottom of the quote, press **Get payment link**. 5. Press to copy the link. 6. Share the link with the customer. ### Share a quote with a customer By default, quotes are sent to the customer's email address when the quote is issued. Use this process to share the quote link with the customer through other channels, or to resend the quote link. This process to generates a link to an issued quote so that it can shared with a customer. The customer can use the link to view the quote, and then accept or reject the quote. 1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly. 2. In the left navigation bar, press . 3. Press **Billing**, **Quotes**, then select a quote. 4. At the bottom of the quote, press **Get quote link**. 5. Press to copy the link, then share the link with the customer. ## Quote when reactivating an order When you choose to reactivate a recurring order, a quote is created and issued as part of the process. For more information, see [Reactivate a subscription](/docs/data-tables/manage-subscriptions#reactivate-a-subscription). ## View quotes Use this process to view the details of a quote, such as: the quote number, the customer's name, the quote status, the quote amount, the expiration date, and the timeline of the quote. To filter quotes, see [Filter quotes](#filter-quotes). To create a quote, see [Create a quote](/docs/data-tables/manage-customer-payments-and-billing#create-a-quote). 1. [Log in](https://app-sandbox.rebilly.com/login) to Rebilly. 2. In the left navigation bar, press . 3. Press **Billing**, the press **Quotes**. All quotes are listed. 4. To view quote information, or to [edit a quote](#edit-a-quote): In the **ID** column, press a quote. 5. Optionally, to view the timeline of the quote, scroll down to the **Timeline** section.