Quotation software your customers accept online
Quotation software that builds the quote on the deal it belongs to, has the discount signed off by the right person, emails every buyer their own secure link, and keeps a record of exactly who accepted which version, when and from where — instead of a Word file bouncing between inboxes until someone replies “OK, go ahead”.
- Quotes built on the deal, numbered and searchable
- Discounts approved before the quote goes out
- Accepted with a typed name or a drawn signature
- proposal statuses, from draft to expired
- 7
- before a waiting approver is reminded
- 2 days
- secure link for each recipient, tied to one version
- 1
What every proposal carries
- DealEvery proposal belongs to a deal, and optionally a client
- Line itemsDescription, quantity and unit price
- Discount & taxOne discount amount and one tax amount
- Versionsv1, v2, v3 — each revision kept
- ApprovalRouted by amount band and discount %
- Customer linkOne secure link per recipient
Quotes scattered across laptops and inboxes
The quotation sits in a Word file on one rep's laptop, a copy goes out as an attachment, and a revised copy follows two days later. When the manager asks what the customer was actually offered, three people search three inboxes and find three different totals.
Discounts nobody signed off
A rep under pressure to close knocks another few percent off and sends it straight to the buyer. The first anyone senior hears of the margin is when the order is already agreed and the price can't be walked back.
No proof of what was agreed
The buyer replies “looks good” to an email thread that holds version one and version three. Months later, when there's a dispute about scope or price, nobody can say for certain which version they accepted, or when.
Build the quote on the deal it belongs to
Every proposal starts from a deal, and can be linked to the client as well, so the numbers sit next to the conversation that produced them. Add line items with a description, quantity and unit price, then enter one discount amount and one tax amount for the whole proposal. Each proposal gets its own number, such as PROP-00012, along with a title, notes and a currency.
- Numbered proposals linked to a deal and, if you like, a client
- Line items with description, quantity and unit price
- One discount amount and one tax amount for the whole quote
- Find any proposal by status, deal, value range or search
Quote approval: big quotes and deep discounts go to the right role
Set approval rules on the amount bands and discount percentages that matter to your business. A proposal that matches a rule goes to approvers in the role you choose, each rule carries its own due time, and routing by role never picks the person who asked. If a decision is still waiting, the approver gets a reminder.
- Rules on amount band and discount %
- Routed to approvers by role, with a due time per rule
- Role routing skips the person who asked
- Decide, reassign or cancel; approvers reminded after 2 days
Every revision is a new version, not an overwrite
Change a price or add an item and the proposal becomes v2, then v3, with the earlier versions kept beside it. A customer link belongs to exactly one version, so once you revise, the older link shows as superseded rather than letting the buyer accept last week's numbers. Links also stop working after a set number of days.
- Numbered versions: v1, v2, v3 and onwards
- Earlier versions kept for reference
- Older customer links shown as superseded
- Customer links that expire after a set number of days
Sent by email, and only once it's approved
A proposal can't be emailed until it's approved. Before anything leaves, DigiPix Flow checks each recipient against do-not-contact, attaches a PDF of the proposal to both the proposal and the deal, and logs the send as an activity on the deal. Every recipient gets their own secure link, and a rep can copy the customer link straight from the proposal.
- Sending unlocks only after approval
- A do-not-contact check before every send
- PDF attached to the proposal and to the deal
- One secure link for each recipient
A page your buyer can read, accept or decline
The link opens the proposal in the buyer's browser, with every line item and the total laid out plainly. They accept by typing their name or drawing a signature, or decline and tell you why. If they need a copy for their own files, they can print it or save it as a PDF from the browser.
- Opens in the browser from a secure link
- Accept by typing a name or drawing a signature
- Decline with a reason your team can read
- Print or save as PDF straight from the browser
A clear record of who accepted what
When a buyer accepts, DigiPix Flow records their name and email, the IP address and browser they used, the time, and the exact version they accepted. If a question about scope or price comes up months later, the answer is on the proposal rather than buried in someone's inbox.
- Name and email of the person who accepted
- The IP address and browser they used
- The date and time of acceptance
- The exact version that was accepted
Know when they open it, and when they decide
The proposal's author is notified the first time the buyer opens it, and again when they accept or decline. Acceptance doesn't close the deal by itself: the rep closes it, and any deal approval rules still apply, so a signed quote and a won deal each stay a deliberate step.
- An alert on the buyer's first view
- Alerts on acceptance and on decline
- The rep closes the deal after acceptance
- Deal approval rules still apply at close
Proposals and approvals from your phone
The DigiPix Flow mobile app opens a proposal with its items, totals and status. Reps can revise it, submit it for approval, cancel a request they no longer need and send it once it's approved, while managers decide on requests from the approvals screen — so a discount never waits for someone to get back to a desk.
- Open and revise proposals on the go
- Submit for approval, or cancel the request
- Send approved proposals by email
- Approve or reject from the approvals screen
From draft to accepted, in five steps
- STEP 01
Draft the quote
Create a proposal on the deal with line items, one discount, the tax amount and notes.
- STEP 02
Get it approved
Matching rules route it to approvers by role, skipping the person who asked.
- STEP 03
Send by email
Each recipient gets a secure link, and a PDF is attached to the proposal and the deal.
- STEP 04
Accept online
The buyer types their name or draws a signature; the version, time and IP are recorded.
- STEP 05
Close the deal
You're alerted on acceptance, and the rep closes the deal when the order is confirmed.
Proposals in a CRM vs Word files and email
| What it covers | Word documents and email attachments |  DigiPix Flow |
|---|---|---|
| Where the quote is kept | A file on one rep's laptop | On the deal, numbered and searchable |
| Discount sign-off | A quick message to the manager, if anyone remembers | Approval rules by amount band and discount %, routed by role |
| Revisions | quote_final_v3_revised.docx | Numbered versions, with older links superseded |
| Sending | An attachment to whoever is on the thread | Email with a secure link per recipient, after a do-not-contact check |
| Acceptance | “OK, go ahead” in a reply | A typed name or drawn signature on the proposal page |
| Proof of what was agreed | Search the inbox and hope | Name, email, IP, browser, time and version recorded |
| Knowing the buyer has read it | Call and ask | An alert on first view, acceptance and decline |
Proposal questions, answered
How does a customer accept a proposal?
Each recipient gets an email with their own secure link. The link opens the proposal in their browser, where they can accept by typing their name or drawing a signature, or decline and give a reason. They can also print the proposal or save it as a PDF from the browser.
What is recorded when a proposal is accepted?
The name and email of the person who accepted, the IP address and browser they used, the time, and the exact version of the proposal they accepted. The record stays on the proposal, so anyone with access can check what was agreed.
Does accepting a proposal close the deal?
No. Acceptance is recorded on the proposal and the author is notified, but the rep closes the deal. Any deal approval rules you've set still apply when it's closed, so a large order can still need sign-off before it counts as won.
Can large discounts need a manager's approval?
Yes. Approval rules match on the proposal's amount band and discount percentage, and route matching proposals to approvers by role. Each rule has a due time, routing by role never picks the person who asked, and an approver who hasn't decided gets a reminder. Approvers can approve, reject or reassign a request, and the request can be cancelled.
What happens to the old link when I revise a proposal?
A revision creates a new numbered version. A customer link belongs to one version only, so links sent for an earlier version show as superseded and can't be used to accept outdated numbers. Send the new version to give the buyer a link to it.
Do proposal links expire?
Yes. Customer links expire after a set number of days, and a proposal can carry the Expired status. If the buyer needs more time, revise the proposal and send the new version.
How are proposals sent?
By email, sent from DigiPix Flow. A proposal can only be sent once it's approved, recipients are checked against do-not-contact first, a PDF of the proposal is attached to the proposal and the deal, and the send is logged as an activity on the deal. Reps can also copy the customer link from the proposal.
How do discount and tax work on a proposal?
Line items carry a description, quantity and unit price. The discount and the tax are each entered once, as amounts, for the whole proposal, and the total is worked out from the items, the discount and the tax. Each proposal also has a currency you choose.
Will I know when the customer opens the proposal?
Yes. The proposal's author is notified the first time the customer views it, and again when they accept or decline, with the reason if they give one.
Can proposals be handled from the mobile app?
Yes. In the mobile app, reps can open a proposal, revise it, submit it for approval, cancel an approval request and send it once approved. Approvers have an approvals screen where they can decide on requests from their phone.
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Stop chasing “OK, go ahead” emails
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- Bring a quote you've already sent
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