Record a customer's yes or no on a quote

When a customer accepts or turns down a quote by phone, text or in person, record it on the quote so its status and your win and loss reports stay right.

In the sidebar, open Sales & Billing, then Quotes, and open the quote from the list. A link that ends in /decision/accept, /decision/reject or /decision/accept-and-convert opens the quote with the matching window already open.

Before you start

• Use this when the customer gave you their answer outside Nova. When they answer from the secure link you sent, Nova records it for you. See Send a quote.
• The quote has to still be waiting for an answer: a draft, or sent and not yet approved, declined, expired or turned into an invoice.
• Save any changes on the quote first. Nova will not record a decision on a quote with unsaved edits.
• Your role needs permission to respond to quotes. Mark approved and create invoice also needs permission to convert quotes and create invoices.

Steps

1. Open the actions menu (the three dots at the top of the quote) and press See more.
2. Choose what the customer said:
   • Mark approved when they said yes.
   • Mark approved and create invoice when they said yes and you want to bill it now.
   • Mark declined when they said no, stopped answering, or went with someone else.
3. For a no, pick the Close-out reason: Customer declined, Budget, Timing, Lost to competitor, Scope mismatch, No response, Duplicate / superseded or Withdrawn by us. A line under the list explains each one.
4. Add an Approval note (for a yes) or an Internal note (for a no) if it helps, such as who said yes and on which call. The note stays inside Nova; the customer never sees it.
5. Press the button at the bottom: Mark approved, Mark approved and create invoice or Mark declined. Cancel closes the window without recording anything.

What you see

• After Mark approved, the status chip reads Approved. If the quote is set to create a work order or ask for a deposit when it is accepted, Nova does that now. See Ask for a deposit or milestone payments on a quote.
• After Mark approved and create invoice, Nova records the approval, creates the invoice as a Draft and opens it. Back on the quote, the chip reads Invoice created and Open invoice in the actions menu takes you to the invoice.
• After Mark declined, the chip reads Declined and the close-out reason is kept with the quote.
• To bill an approved quote later, choose Convert to invoice from the actions menu. The conversion window opens, and its page address ends in /conversion. See Convert a quote to an invoice.

If something looks different

• Mark approved and Mark declined are missing: the quote already has an answer, it has expired or been converted, or your role cannot respond to quotes.
• Mark approved and create invoice is missing while Mark approved is there: the quote is set to make its final invoice when the work is done (Draft when work is completed under Final invoice in Manage), or your role cannot create invoices. Mark it approved; the invoice comes later.
• A yellow box in Manage reads Commercial handoff needs attention: the quote is approved, but Nova could not create its work order or deposit request. Press Retry commercial handoff in that box.
• The customer changed their mind after you recorded the answer: see Change or withdraw a quote the customer already has.

Open Quotes