How to Send a Quote That Customers Approve Online

Sending a quote used to mean printing it out, emailing a PDF, and then waiting. Waiting for a reply. Waiting for a call. Waiting for a “yeah sounds good mate” that may or may not come.

There’s a better way. This guide explains how to send quotes online so customers can approve or decline with a single tap — and you get notified the moment they do.

What is an online quote approval?

An online quote approval is when your customer receives a link — not a PDF attachment, not a printed document — and they can view the quote and tap Approve or Decline directly from their browser. No app. No login. No friction.

When they tap Approve, you get a push notification on your phone. The approved quote is ready to convert to an invoice in one tap.

This replaces the old process:

Email PDF → customer reads it → customer calls you → you confirm → you create invoice → done (3 days later)

With:

Share link → customer taps Approve → you convert to invoice (10 minutes later)

What to include in a trade quote

A professional quote should include:

Your business name and contact details
Your ABN, VAT number, or business registration number
Customer name and contact details
Detailed description of the work to be done
Line items with prices (parts, labour, materials)
Tax (GST, VAT, HST — whatever applies in your country)
Total amount
Quote validity period (e.g. “Valid for 30 days”)
Terms (deposit required, cancellation policy)

The more specific your quote, the fewer disputes you’ll have when it’s time to invoice.

How to send a quote with an online approval link

With Spanner, the process takes under two minutes:

Open the app and tap New Quote
Add the customer — search by name or phone number. Repeat customers auto-fill.
Enter line items — description, quantity, unit price. Tax is calculated automatically.
Tap Share — your customer receives a link to a clean mobile-friendly page showing the full quote with Approve and Decline buttons
Wait for the notification — the moment your customer approves, you get a push notification
Convert to invoice — tap once to turn the approved quote into a full invoice. All line items carry over.

Your customer doesn’t need the Spanner app. They open the link in any browser on any device.

Why online approvals lead to more accepted quotes

When a customer has to reply by email or call you back, it’s easy to procrastinate. By the time they get around to it, they’ve moved on or found someone cheaper.

When they can tap Approve from the same phone they read your quote on, the friction is gone. Most approvals happen within hours rather than days.

A few things that increase approval rates:

Be specific — vague quotes raise doubt. “Replace front brake pads — 2 hours labour + parts” is better than “brake work”.
Include your business logo — Pro plan feature. It signals professionalism and builds trust.
Send it fast — send the quote on the day you inspect the job. Wait 3 days and enthusiasm drops.
Set a validity period — “Valid for 14 days” creates urgency without being pushy.

What happens after the quote is approved

You get a push notification
Open the quote in Spanner
Tap “Convert to Invoice”
All line items, customer details, and pricing carry across automatically
Complete the job
Add a Stripe payment link to the invoice
Send to the customer — they pay by card from their phone

From quote to paid — no re-entering data, no chasing.

Quote vs invoice — key difference

A quote is a commitment to do work at an agreed price. An invoice is a request for payment after the work is done. The quote gets approved before you start; the invoice gets paid after you finish.

In Spanner, quotes and invoices are linked. An approved quote converts to an invoice in one tap, keeping the full job history in one place.

Frequently asked questions

Does my customer need an app to approve the quote? No. Customers open a link in any browser — phone, tablet, or desktop. No download or account required.

Can I add a payment link to a quote? Payment links are on invoices. Once the customer approves the quote, convert it to an invoice and add the Stripe payment link from there.

How many quotes can I send for free? Up to 5 (quotes and invoices combined) on the free plan. Upgrade to Pro for unlimited.

What does “Powered by Spanner” mean on my quote? Free plan quotes include a small badge. Upgrade to Pro to remove it and show a fully branded quote.

Learn more about the Quotes feature or download Spanner free to start sending online quotes today.