Quote Studio: send a quote your customer can accept online

Sign in and open Catalog in the sidebar. Quote Studio is under Quotes & client portal and on the Service business and Print & promo starter kits; it opens at aikit.ai/tools/quotes. Pin it to your dock to keep it one tap away. The print shop dashboard's Quotes card opens it too.

The top reads "Send a quote they can say yes to." with two buttons: New quote starts a blank quote (good for 30 days), and From a request starts one from a quote request that came in on one of your websites. Under them are six count tiles: Draft, Sent, Viewed, Accepted, Declined, and Expired. Each tile is a button that shows only those quotes, with a line that reads "Showing: Accepted" and a Show all → link to go back; press the same tile again to clear it.

Below the tiles, Waiting on customers adds up every sent quote with no answer yet, and Accepted adds up what customers said yes to; each is a button that shows exactly those quotes. When a customer has asked a question you haven't answered, a purple "questions to answer" button appears, and Jobs shows quotes you've converted. The search box finds a quote by its number (Q-0001), title, customer, or email; the client menu narrows the list to one client folder; Archived shows quotes you've put away.

Each row shows the quote number (and v2, v3 for later versions), the title, the customer, when it is good until, badges for an open question, a job, or a quote that started from your website, the total, and the status. Every view has its own address, so a filtered list or one quote (aikit.ai/tools/quotes?quote=…) can be bookmarked or shared with someone on your account.

From a request lists the newest quote requests from the quote request form, the step-by-step quote builder, and the Send us your file form on websites you own or build (test sends are left out). Each shows who sent it, what they asked for, how many photos or files came with it, the website, and the date. Press Quote this and the quote opens already filled in: the customer's name, email, phone, and address; a first line named after what they asked for, with the quantity and options they picked; and their notes and timing. Their photos and files are copied onto the quote under From their request, where only you see them. If the website showed them a price estimate, it goes in your private note, never on the quote. A request you've already quoted shows Open its quote and Quote again.

The Customer card holds the customer's name, company, email, phone, and address, the client folder it is filed under, and Your business, which opens a short form for your logo (PNG or JPG up to 2 MB), business name, address, phone, reply email, and website. Those details head the quote page, the email, and the PDF; Customer Proofs uses the same ones.

Line items starts with a title and an optional intro for the customer. Each line has a name, a description, a quantity (decimals are fine, like 2.5 hours), a unit (each, hour, sq ft, or your own word), a unit price (down to a tenth of a cent, like $0.045 each), a discount as a percent or a dollar amount, and Taxed or No tax. The amount updates as you type. Arrows move a line up or down, and the x removes it. Add a line and Add an optional extra put new lines at the bottom.

Offer as decides how the customer sees each line. Included lines are always in the total. An Optional add-on can be switched on or off by the customer; tick Ticked to start to have it on when they open the quote. Pick one: new choice puts the line in a set of alternatives, such as Good, Better, Best; add more lines to the same choice from their own Offer as menu, mark one Starting pick, and give the choice the heading the customer sees under Pick-one choices.

The totals under the lines show the subtotal, discounts, tax, the total, and the deposit, using your starting picks. Tax, deposit, and expiry sets one tax rate and its name (it applies to Taxed lines after their discounts; aiKit doesn't look up rates), the deposit to start as a percent of the total, and Good until, the last day the prices hold. Notes and terms holds notes for the customer and your terms, which start with simple plain-words terms you can change. Private note is for you only: it never shows on the quote page, the email, or the PDF.

Everything saves on its own a moment after you stop typing; the top of the page says Saving… and then All changes saved.

Send quote opens the send window. The To line starts with the customer's email; type or paste more addresses (commas, semicolons, and new lines all work), and Add CC or BCC adds the other two lines. People you've sent proofs or quotes to before are offered with one tap. Template fills in the subject and the note (New quote, Updated quote, Prices good until a date, or your own; Save as a template keeps the current one). Follow-up turns automatic reminders on or off and sets the days after sending. The Preview side (a tab on a phone) shows the exact email your customer gets.

Until email is set up for your account, nothing is emailed: a yellow note says so, and Copy link is the way to send. Copy link makes your customer's private link and copies it, ready to paste into your own email or a text. Each person on the To, CC, and BCC lines gets their own link, so an acceptance carries the name of the person who pressed it; the window lists every link with its own Copy link button after you send.

Sending locks that version. Customer view opens the page exactly as your customer sees it (your own visits never count as a view), and PDF downloads the quote as a PDF.

The quote page opens on a phone or computer with no account. It shows your logo or business name and contact line, the quote number, the title, who it's prepared for, the date, and Good until. What's included lists every included line with its quantity, unit price, any discount, and amount. Each pick-one choice is a set of cards where they choose one; Optional extras are cards with a checkbox. The total, any savings, tax, and the deposit sit beside the lines on a wide screen and in a bar at the bottom of a phone, and they change the moment the customer picks something.

Accept quote asks for their full name, which is their signature, and a box that says they accept the quote for the exact total and agree to your terms. Decline asks for the main reason (four choices) and anything to add. Ask a question sends you a message; your answer shows on the same page. Download PDF saves the quote with their current picks. Once they accept, the page says who accepted it, when, and for how much, and nothing else can be changed. After the Good until date, Accept turns off and the page says it expired; they can still ask a question.

The total is always worked out again by aiKit from the version you sent, never taken from the customer's browser, and no payment is taken on the page.

Who has it lists each person with four steps: Sent, Opened email, Clicked, and Viewed quote, each with how long ago. Opened email comes from a tiny picture in the email, so a mail app that blocks pictures can hide it; a click always counts as an open. Copy their link copies that person's own link. The Activity list records every send, open, click, view, question, answer, reminder, acceptance, decline, PDF download, and version, with the time.

A question from your customer turns the Questions card purple. Type your answer and press Post answer; it appears on their quote page. Until email is set up, also send them the link so they see it.

The Reminders card shows the planned days (2, 5, and 10 days after sending, unless you changed them) with their dates, and why reminders are or aren't running. A reminder goes to everyone on the To line once per day you picked, and only the newest one that is due goes out, so they never arrive out of order. They stop when the customer accepts, declines, or asks a question, when the quote expires, or when you archive it; sending a new version starts the schedule again. Remind now sends one right away. Reminders start once email is set up for your account; until then the card says so and nothing is emailed.

A sent version never changes, so the customer's page always matches what they were sent. Once sent, the quote shows read-only, the way your customer sees it, under The quote as sent. To change something, press Start version 2 (or the next number) in the yellow note: it copies the sent version for you to edit, and your customer keeps seeing the old one until you send the new one. While you edit, a blue note offers Compare with version 1.

The Versions card lists every version with when it was sent, its total, and its what-changed note, a PDF button for each, and Compare. Compare shows the total before and after with the difference, every line Added, Removed, or Changed (with the old and new quantity, price, and amount), and anything else that changed, like the deposit, tax, expiry, notes, or terms. When you send the new version, the What changed box is already filled in from the same comparison, and your customer sees it in the email.

An accepted quote shows a green Accepted card with who signed, when, the total, the deposit to collect, and What they picked, line by line; on a phone this card comes first. The quote below it reads What they accepted, with each extra marked Added or not added and each choice marked Picked or not picked, and every total on the screen is the accepted total. Convert to job makes a job from it, with the lines they picked and the accepted total and deposit; pick one of your website projects to file it under if it belongs to one. The job then has To do, In progress, and Done buttons. An accepted quote stays locked; Make a copy starts a new draft from it.

At the bottom of every quote: Make a copy, Archive (it moves to Archived and stops reminders), and Delete, which asks first and removes the quote and its links for good.

• No payments: aiKit never charges your customer. The deposit is an amount to collect your own way.
• Emails and reminders go out once email is set up for your account; until then, Copy link and send it yourself.
• One tax rate per quote; aiKit doesn't look up tax rates.
• Up to 80 lines and 12 pick-one choices per quote, and up to 25 people per send.
• Anyone holding a person's link can act as that person, so send each link only to them.