Quotes

What it is

Customer quotes are made from the HBPG Job Cards & Quotes panel, which sits inside the Pipedrive deal (as an embedded panel). You work in the deal, open the panel, and send the quote from there. Signs and tanks have their own calculators that feed into this same flow — see Quote a sign and Quote a tank.

flowchart LR
  D[Open the Pipedrive deal] --> P[Open the Quotes panel]
  P --> S[Send Quote]
  S --> R[Deal renamed to quote number + PDF emailed]
  R --> A[Customer clicks Accept link]
  A --> I[Raise invoice → follow-up activity auto-closes]

How to send a quote

Open the Pipedrive deal.
Open the HBPG Job Cards & Quotes panel.
Fill in the quote (line items, terms, validity — e.g. 7 / 14 / 21 days), and attach any drawings if needed.
Click Send Quote.

What happens automatically:

A quote number is created for the brand (e.g. PMQU-01234).
The deal is renamed to the quote number (the old title is replaced).
A branded quote PDF is generated and emailed to the customer with an Accept link (valid ~60 days), plus “request changes” and tracking links.

⚠️ Remember: online brands quote under their parent

Perspex Online quotes come out as PMQU- and Plastic Online as HPQU-. That’s correct — see Brand IDs.

What happens after you send

The customer clicks Accept on the emailed link — that acceptance is recorded.
A “Follow up on Quote…” activity is created automatically for open, un-invoiced quotes over the value threshold, so nothing slips.
When you later raise the invoice, the deal title flips from the quote number to the invoice number, and the follow-up activity auto-closes.

📝 Note

Accepting a quote records the acceptance — it does not automatically create the invoice. Raising the invoice is still a staff action (except for paid web orders).

Common questions

The deal name changed to a code — is that wrong? No, that’s the quote number. It becomes the invoice number once invoiced.
Two customers got the same quote number. Rare, but possible if two quotes send at the exact same moment — flag it immediately, it can cross-wire two deals.
What about the storefront “Save quote — email me”? That’s a customer-facing save-your-cart feature on the website, separate from this staff quote tool.

Who to tell if it breaks

Tell Daniel or flag in #whats-new. Duplicate quote numbers or a quote that won’t send are system issues — escalate.

TODO: confirm the exact panel button labels with a screenshot.

Derived from: job-card-worker (quote send/numbering) and xero-worker (activity closure on invoice). If this looks wrong, the source changed — update the source and re-generate, don’t just patch this page. See also Invoicing and Pipedrive.