Quotes

How the quote flow works

When a buyer finishes configuring a product, they can request a quote. The flow is straightforward: the buyer fills out a short form, Spokbee generates a branded PDF with the full configuration and pricing, and the PDF is emailed to the buyer automatically. If approval workflows are active, the quote enters an approval queue before delivery.

1. 1Buyer clicks "Request Quote" on the configurator.
2. 2A form appears asking for name, email, company (optional), notes, and an optional digital signature.
3. 3Spokbee generates a PDF using the active quote template.
4. 4The PDF is emailed to the buyer and a copy is stored in the workspace Quotes dashboard.

Your own sales team can also build quotes as proposals from a branded login — see the Sales Portal article.

Quote form fields

The quote request form collects the information needed to create a professional document. All fields except email are optional and can be toggled on or off in the template settings.

• Name — Buyer's full name. Appears in the buyer info section of the PDF.
• Email — Required. The quote PDF is sent to this address.
• Company — Optional company name. Useful for B2B quotes.
• Notes — Free-text field for the buyer to add special instructions or requirements.
• Signature — Optional digital signature pad. When enabled, the buyer draws their signature and it is embedded in the PDF.

Quote PDF templates

Quote PDFs are built from configurable templates. Each template contains a set of sections that can be reordered, toggled on or off, and styled to match your brand.

Template customization

Open any quote template to customize its appearance. You can change colors, fonts, and layout to match your brand identity.

• Reorder sections — Drag and drop sections to change their order in the PDF.
• Toggle visibility — Show or hide any section. For example, remove the signature block for simpler quotes.
• Brand colors — Set primary and accent colors used for headings, borders, and highlights.
• Fonts — Choose from a set of professional fonts for the PDF body and headings.
• Logo — Upload your company logo. It appears in the header section.
• Company details — Set company name, address, phone, email, and VAT/tax ID displayed in the header.

Multiple templates

You can create several quote templates within a workspace. This is useful when you need different layouts for different product lines, regions, or customer segments.

• Create multiple — Add as many templates as you need from the Quotes settings page.
• Per-product selection — Assign a specific template to a product. When a quote is generated for that product, the assigned template is used.
• Default template — Mark one template as the workspace default. Any product without a specific assignment uses this template.

Product image capture

The product image that the buyer sees at the moment they request a quote is automatically captured and included in the PDF. If the configurator has images assigned to parameter combinations, the matching image is used. If a 3D model is displayed, a snapshot of the current view is captured.

Digital signatures

When enabled in the template, a signature pad appears on the quote form. The buyer draws their signature using a mouse or touchscreen. The signature is embedded in the PDF as an image alongside a timestamp. This is useful for formal agreements and order confirmations.

Date formats

Quote PDFs display dates in the format configured for your workspace. Three formats are supported:

Quote lifecycle

Every quote moves through a lifecycle tracked in the Quotes dashboard. Use statuses to understand where each quote stands.