Quote a deal and get it accepted

A deal on the Pipeline can carry a quote: a list of priced lines in the deal’s currency. Onplana renders the quote as a document, sends it to your client through the same private link it uses for any shared document, records who accepted it and when, and, when you win the deal, turns the accepted lines into the project’s budget and billing terms. Nothing is typed twice, so the value on the board, the quote the client saw and the terms the project bills on cannot disagree.

Add the lines

Open the deal and choose Edit quote lines in the Quote section. Each line has a kind, and the kind decides what the line means:

Kind	Quantity times amount	What it becomes when you win
Time	Hours or days times a rate, optionally for a named person	Time and materials, with the hours as the estimate
Fixed fee	One amount	A fixed fee, priced on the quoted hours
Retainer	A number of periods times a fee per period, with included hours	A retainer
Milestone	One amount, labelled by the milestone	One item in the milestone schedule
Expense	A quantity times an estimate	Part of the budget, rebilled at cost

A time line for a named person starts at that person’s billable rate for this client, which is the rate the project will bill (see set client and project rates). You can overwrite it; the quote keeps what you typed.

One way to bill per quote

A project bills one way, so a quote carries at most one of a fixed fee, a retainer, or a set of milestones, alongside any time and expense lines. If you mix them, Onplana says so and refuses to save rather than picking one for you.

While a deal has lines, its value is the total of the lines and is shown read-only. Clear the lines to type a value by hand again.

Send it to the client

Choose Send to client in the Quote section, confirm the recipient email (it starts as the deal’s contact), and send. Onplana:

1. Renders the quote as a document in your organisation’s Quotes library, with the firm, the client and contact, the date, the lines, the total, and the billing terms in plain words. Re-rendering keeps the same document and files the previous text in its version history.
2. Freezes that text and emails the recipient a private link. Before anything is shown they confirm their email with a one-time code, exactly like any shared document.

The Quote section shows when the quote was sent, whether the link was opened, and how many times.

Acceptance

On the quote page the client types their full name and clicks Accept. Onplana records the name, the email they confirmed, the time, and a fingerprint of the exact text they saw. The deal owner is notified in the app, and a deal.quote_accepted webhook fires for your integrations.

Accepted, not signed

This is an identified confirmation with an audit trail: who, when, and against which text. It is not an electronic signature in the DocuSign sense and Onplana never calls it one. Most small firms find it is what they needed; if a client requires a signing platform, send the rendered quote through that and record the win by hand.

Acceptance does not move the deal’s stage. The deal shows an accepted banner and the Win button, and winning stays your explicit act. If you change the lines and send again after an acceptance, the deal shows that an earlier version was accepted until the new one is.

Win the deal

Choose Win and create project. With lines on the deal, the new project gets:

• Budget: the quote total.
• Billing terms: derived from the lines, through the same rules as a hand-set model (see choose a billing model). Milestone lines become the schedule, unlinked; link each one to a project milestone on the project as usual.
• Budget source: recorded as coming from an accepted quote when the client had accepted it, so the Finance tab and the margin report know where the figure came from.

Client rate overrides copy onto the project as before.

From an agent

The MCP tools list_quote_lines, set_quote_lines and send_quote do the same three things. There is deliberately no tool that accepts a quote: that is the client’s act, on the page.