Sending Quotes and Tracking Client Responses
You've built a great quote — now it's time to get it in front of your client and close the deal. BuilderMate handles delivery, tracking, and client approval all in one place so nothing slips through the cracks.
Who Can Access This
Admin, Team Member, and Field User roles can send quotes and track responses.
Sending a Quote
- Open the quote you want to send (from the Quotes page or from the project/lead).
- On the View Quote page, click "Send".
- Choose your delivery method:
- Email — Select the client's primary email, an additional email on file, or type in a custom email address. The email includes a link to view the quote in the Client Hub.
- SMS — Send a text message with a link to the quote. This requires SMS to be configured for your account.
- You can send via both email and SMS simultaneously to make sure the client sees it.
- Click Send.
Pro Tip: Sending via both email and SMS increases the chance your client sees the quote quickly. Many clients respond faster to a text than an email.
What the Client Sees
When the client clicks the link, the quote opens in the Client Hub — a clean, professional page branded with your company logo and information. The client sees:
- Your company details.
- The full quote with line items (respecting your visibility settings — if you hid unit prices or quantities, they stay hidden).
- Payment stages, if you included them.
- Your disclaimer text at the bottom.
- An "Approve" button.
- A "Request Changes" option.
No login required — the client simply clicks the link and sees everything.
Client Approval
When the client is ready to move forward:
- They click "Approve".
- They provide a signature — either drawn on screen or typed.
- BuilderMate records the signature along with the client's IP address and timestamp for a complete approval record.
You'll receive a notification that the quote has been approved.
Handling Change Requests
If the client isn't ready to approve as-is:
- The client clicks "Request Changes" in the Client Hub.
- They type a description of what they'd like changed.
- You receive a notification (in-app, email, or SMS depending on your notification settings).
- Open the quote, make the requested modifications.
- Send the revised quote to the client.
This back-and-forth happens naturally within BuilderMate — no separate email chains or phone tag needed.
Tracking Quote Status
BuilderMate keeps you informed at every step:
- Quote Opened — You receive a notification the first time a client views the quote. This tells you they've seen it and may be considering it.
- Status Updates — Each quote has a status: Pending, Approved, or Declined.
- Event Timeline — The View Quote page shows a timeline of all events: when it was sent, opened, approved, or if changes were requested.
Good to Know: If a quote has been "Pending" for a while without being opened, it might be worth a follow-up call. The client may have missed the message.
After Approval: Next Steps
Once a quote is approved, you have two clear paths forward:
- Create Contract from Quote — Generate a contract pre-filled with the quote data. This streamlines the contract process since the scope and pricing are already agreed upon.
- Create Project — Turn the approved quote into an active project.
Both options are available directly from the approved quote page.
Duplicating a Quote
Need to create a similar quote for another client, or want to make a revised version?
- Open the original quote.
- Click "Duplicate".
- BuilderMate creates a copy with all the line items, stages, and details.
- Modify the client, pricing, or scope as needed.
- Save and send the new version.
This is much faster than starting from scratch for repeat work or similar projects.
Downloading a PDF
Click the PDF download button on any quote to generate a professional PDF. Use this for:
- Printing a hard copy for in-person meetings.
- Attaching to emails sent outside of BuilderMate.
- Keeping offline records.