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Confirming Quotes

When you email a quote, the customer normally replies or calls to approve it, and somebody on your team then moves the order to Confirmed by hand. If nothing about the quote needs to change, you can let the customer do it themselves.

Turn on Set "Show Confirm Order Button" to default on? in your Order Settings. Quote emails then carry a Confirm Order button that takes the customer to a page on your webstore, where they can approve the order in one step. On plans without a Pro webstore, the page is on propcart.com.

This is off by default, because confirming an order changes its status and can raise an invoice.

Turning it on for a single quote​

The setting above only decides where the toggle starts. Every time you email a quote you get a Show Confirm Order Button? toggle in the email window, so you can include the button on one quote and leave it off the next.

The toggle appears only while the order is still a quote — in "Draft", "On Hold" or "Unscheduled" status. There is nothing to confirm on an order you have already moved on, so the button is not offered there.

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Unlike the Review and Pay button on invoice emails, this does not require a Stripe account. Confirming an order is not a payment. Stripe only matters for "Due on Receipt" orders, covered below.

What the customer sees​

The button opens a page on your webstore showing the order number, job, account, buyer, billing address, PO, terms, item count, subtotal, sales tax, Credit Card Fee (when the order has one), total and balance due — the same figures as the quote PDF you attached. It does not list the individual line items.

To confirm, the customer enters their name and email address. If the order does not already have a PO, they can add one; if it does, yours is left alone.

What happens when they confirm​

  • The order moves to Confirmed status.
  • Every line item moves to Confirmed and its full quantity is marked to be picked, exactly as if you had confirmed the order yourself.
  • The customer's name and email are written to the order's Activity tab, along with any PO they added.
  • A notification appears in the Dashboard.
  • An email goes to your main sales address and to the sales rep on the order, with the customer's address as a link you can reply to.

The customer is then either thanked by name on behalf of your sales rep, or sent straight to payment.

"Due on Receipt" orders go straight to payment​

If the order is on "Due on Receipt" terms and you take Stripe payments, confirming also raises the invoice and takes the customer directly to your webstore's payment page for it. The button on the confirmation page reads Confirm Order & Pay so they know that is coming. (The button in the email always reads Confirm Order.)

The invoice is created in "Open" status, not "Draft", because the customer is being sent to pay it. See Invoice Statuses for what that means.

Every one of these has to be true, or the customer is simply thanked and you invoice the order as usual:

  • The order's terms are "Due on Receipt"
  • You have a connected Stripe account that can accept charges
  • Receive Stripe payments online? is on in your Invoice Settings
  • The order has an account assigned
  • The order total is more than zero
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If you would rather review every order before it is billed, set the order's Terms on its Billing tab to anything other than "Due on Receipt", such as "Net 30" or "Per Contract". New orders take their terms from the account, so changing the account's terms covers its future orders. Those orders are confirmed without an invoice being raised, and you bill them yourself.

If the customer wants changes​

The email tells them to reply to it, and the confirmation page repeats that under the button. Only a customer who is happy with the quote as it stands should be confirming it, so there is nothing on the page that edits the order.

Cancelling a confirmation​

A customer who confirms by mistake can undo it themselves. Returning to the same link shows Already confirmed, with a "Cancel your confirmation" link under it. They give their name, email and optionally a reason.

Cancelling puts the order and its line items back to "On Hold", records it on the Activity tab and emails your sales team the reason. The Dashboard notification clears itself, because the order is no longer Confirmed.

This is only offered while the confirmation can still be taken back cleanly. It disappears once any of the following is true, and the page asks the customer to contact you instead:

  • A line item on the order has reached "Ready for Pickup" status
  • A payment has been received
  • The order has been invoiced
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That last one includes the invoice raised by a "Due on Receipt" confirmation. Those customers cannot cancel on their own — walking the order back would leave an open invoice attached to an order that is no longer confirmed. Void or delete the invoice from the Dashboard first, then change the order's status yourself.

When the button is not offered​

The toggle does not appear, and no button is added, when:

  • The order is past the quote stage, or has been canceled
  • The order is on "On Memo / On Spec" — those follow their own approval and return rules
  • The order came from a marketplace, which handles all contact with the buyer itself

On a "Draft" On Spec Rental order the toggle is offered, but after sending you're asked whether to move the order to "On Memo / On Spec". If you do, the button in that email stops working, because the order is no longer waiting to be confirmed.