Quotes for customers: signing and files

There are two ways to send a Quotation. Send for approval opens a page for the customer to sign online, without issuing a numbered document yet. Create document on desktop, or הפק on mobile, issues a numbered quotation you can email with extra files.

Sending or publishing a new revision requires quotation-approval access. If Send for approval is unavailable, contact your account administrator. Existing offers and customer responses remain under Incomes → Quotations for approval when access changes; you can still withdraw an unanswered offer. Some controls stay in Hebrew even when the app is in English.

Before you start

• Open the correct business in SmartBill, and have the customer, items, amounts, and terms ready.
• For online signing, have the Signer email — only that address can verify and sign.
• For email attachments, prepare PDF, PNG, or JPG files: up to 5 files, 5 MB each, 10 MB total. You need at least one email recipient.

Prepare the quotation

Choose the screen you use for SmartBill:

Desktop

1. Choose Create invoice / receipt and set the document type to Quotation.
2. Select the customer and enter the date, items, notes, and terms. Check the preview.
3. For online signing, choose Send for approval beside the creation actions. Do not choose Create document yet.
4. For a numbered quotation with email files, see Attach files, then Create document.

Mobile app

1. Tap the add button, choose create invoice or receipt, then Quotation.
2. Walk through the steps: customer, items, amount, and date.
3. On the final review screen, for online signing tap the full-width Send for approval button. Do not tap הפק yet.
4. For a numbered quotation with email files, attach files on the email step, then הפק.

Save to drafts keeps the quotation in Drafts without sending it. A published signing offer is stored under Quotations for approval, separate from ordinary drafts, including after a response. Older published offers remain visible if their original draft was deleted; they cannot be edited without that draft.

Send for online signature

1. After Send for approval, enter Signer email and Validity in days from publication (1 to 365; default 30).
2. Choose Publish and send quote. You should see Quote saved in Quotations for approval; delivery is processing. SmartBill opens Incomes → Quotations for approval. There is still no document number.
3. Open a row to see Quotation details: status, Signer email, Revision, and Valid until.
4. Under Share quotation, use העתק (Copy), Open quote, or Share on WhatsApp and select the recipient in WhatsApp. Sharing does not accept or decline the offer. A link copied from the app requires the customer to use an email code. The main actions stay at the bottom of the desktop side sheet or mobile sheet while details scroll: Edit and send a new revision, Open issued document when available, or Withdraw offer.
5. On mobile, open Quotations for approval from the Incomes tabs. On desktop it is in the Incomes side menu.

Do not forward SmartBill’s invitation email: it contains a private link that also lets the recipient respond. That email link verifies access without an extra code for up to 24 hours after publication, or until the offer expires if that is sooner. Opening the link does not sign. The customer still completes the form, confirms, and submits.

What the customer does on the signing page

The customer sees Quote for approval: business name, customer, total, Your quote, and Terms. The starting status is Awaiting approval.

1. Choose Review and sign or Decline quote.
2. Enter Full name. For approval, choose Signature method: Type your full name or Draw signature. Use Clear signature to draw again. Decline has no signature selector; Reason for declining (optional) is available.
3. Tick the consent box. For approval: I accept this quote and its stated terms, and am authorized to accept on behalf of the customer. For decline: I confirm that I want to decline this quote.
4. If they opened a link copied from the app, or the private email link expired: Send verification code to the address you chose, enter Email verification code, then submit. The code lasts about 10 minutes; only the latest code works. They can also choose Use an email code instead.
5. For approval, submit with Approve and sign. For decline, submit with Confirm decline.

After approval the page shows Quote accepted. The signed copy is prepared in the background and emailed. If preparation is still running, the customer can Refresh. Downloading from the page needs the private link emailed after acceptance.

Contact the business from that page does not change the offer status.

Attach files to a quotation

The online signing page cannot include extra files. If files were selected under Attach files (optional) before Send for approval, SmartBill shows Remove the extra email files before sending this quote for online approval. Remove them, then send for approval.

To send files with a numbered quotation by email:

Desktop

1. Prepare a Quotation as usual and choose an email recipient.
2. Choose Attach files (optional) under the recipients, pick files, and remove an unwanted file with the remove button beside its name.
3. Check the preview and choose Create document. The quotation PDF is attached automatically; the extra files go with the first send.

Mobile app

1. On the email step, tap Attach files (optional) and pick files from the device.
2. Remove an unwanted file with the remove button beside its name.
3. On the confirmation screen, tap הפק.

One-off files are not added to the PDF, are not saved in the draft, and do not carry over to the next quotation. Payment links do not support extra files.

For files that should go with every quotation email: Settings → Document settings → Client mailing, under Default email attachments by document type, choose Quotation. Details are in Download and share a document.

Track, revise, and withdraw

In Quotations for approval, search by customer, email, or amount. On desktop filter with Status; on mobile use Filter, choose a status, then Apply. Use the sort control for newest or oldest first; offers are grouped by publication month. Refresh quotation status fetches the latest response. Statuses: Awaiting approval, Quote accepted, Quote declined, Quote expired, Quote withdrawn.

To change an unanswered offer: Edit and send a new revision, update it, then Send for approval and Publish and send new revision. The customer sees the change only after that publish; anyone viewing an older revision must refresh. Leaving the editor does not delete the published offer.

To stop an unanswered offer: Withdraw offer. Approved, declined, or withdrawn offers cannot be published again — create a new quotation.

After approval, SmartBill prepares a signed PDF and a numbered quotation. When Open issued document is available, open it. If you see Quote updates or files are still processing. Any recorded acceptance is preserved., refresh later; no extra signature is needed. If issuance stays pending, check your subscription’s document allowance.

If the list does not load, choose Retry before managing drafts. If sending fails, reopen the offer details and check its status before trying again.

Cases and what to do

Send for approval is unavailable

What you see: The button is disabled, or Sending quotations for approval is not available for this account.

What to do: Ask the account administrator to enable access. Meanwhile you can Create document on desktop or הפק on mobile, and email a numbered quotation, including files.

You chose Attach files, then Send for approval

What you see: Remove the extra email files before sending this quote for online approval.

What to do: Remove the one-off files and send for approval again. If the customer must receive files now, issue the quotation with Create document or הפק and attach them to the email instead of using online signing.

You chose הפק on a quotation already sent for approval

What you see: On mobile, if you return to the review screen after Send for approval and tap הפק: Failed to create document, with an explanation that the quotation was sent for online approval and cannot be issued here. Back closes document creation. When editing a quotation sent for approval, on desktop and mobile, only Preview, Send for approval, and Quotation details are shown.

What to do: The offer your customer received has not changed and stays under Incomes → Quotations for approval. To update it, open it there and choose Edit and send a new revision. For a regular numbered quotation instead of online signing, choose Withdraw offer there, then create a new Quotation and issue it. An accepted quotation is issued automatically.

The customer did not get a verification code

What you see: No code, or the code does not work.

What to do: Check spam and wait about a minute before requesting a new code. Only the latest code works. A link copied from the app always needs a code. If the email invitation link expired, choose Use an email code instead — the form details are kept.

The customer sees an old revision, or the offer was updated

What you see: Old details, or a message to refresh and read the new revision.

What to do: After Publish and send new revision, the customer refreshes and requests a new code if needed. Do not issue another numbered quotation just to retry.

After approval there is still no PDF

What you see: Quote updates or files are still processing, or the customer is told the download is being prepared.

What to do: The response is already saved. Refresh Quotations for approval, then use Open issued document. Do not ask the customer to sign again. If it stays pending, check document allowance and contact support.

You chose Withdraw offer, or the offer already has a response

What you see: Quote withdrawn, Quote accepted, or Quote declined. You cannot publish again.

What to do: Create a new Quotation. Do not send the same link again.

Next steps

Create an invoice or receipt · Download and share a document · Get help