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Quote Acceptance

Quick Reference​

When you send a quote, your client receives a portal link to review your packages, pricing, and payment schedule. If they accept, ShootPath automatically creates a job and sends them a contract to sign.

What Clients See:

  • Your business logo and branding
  • Job details (type, date, location)
  • Package details and what's included
  • Add-ons with pricing
  • Total price clearly displayed
  • Payment schedule breakdown
  • Accept and Decline buttons

The Acceptance Flow:

  1. Client clicks portal link in email
  2. Reviews packages, add-ons, and pricing
  3. Clicks "Accept Quote"
  4. Confirmation message appears
  5. ShootPath creates a job automatically
  6. Client receives email with contract to sign

What Happens on Your End:

  • Lead status changes to "Converted"
  • Job is created with all quote details
  • Contract is generated from your template
  • You receive notification of acceptance

Next Steps: Learn about contract signing or payment processing.

Detailed Guide​

What is Quote Acceptance?​

Quote acceptance is the moment your client says "yes" to your pricing and commits to moving forward with booking. It's the pivot point where a potential client (lead) becomes a confirmed booking (job).

Why it matters:

  • Converts interest to commitment - "I'm interested" becomes "I'm booking you"
  • Captures agreement - Client explicitly accepts your pricing and terms
  • Triggers workflow - Acceptance automatically generates contract and invoice
  • Reduces back-and-forth - No emailing PDFs or waiting for verbal confirmation

Think of quote acceptance as the client signing on the dotted line... before they literally sign on the dotted line (that comes next with the contract!).

The Client's View​

Let's walk through exactly what your client sees when they open a quote portal link.

Landing on the Quote Page​

When your client clicks the portal link in their email, they land on a clean, professional page showing:

Header Section:

  • Your business logo
  • Business name
  • Client's name ("Quote for Luna Garcia")
  • Job type and date ("Wedding - October 15, 2024")

Quote Overview:

  • Large, clear display of the total price
  • Status indicator ("Quote Pending" or "Quote Sent")
  • When the quote was sent

Everything is designed to be immediately clear - no hunting for important details!

Package Details​

The main section of the page shows the packages you selected for this quote:

For each package, clients see:

  • Package name - "Full Day Wedding Coverage"
  • Description - What's included (hours, photo count, deliverables)
  • Price - Clearly displayed
  • What's included - Bullet points of specific inclusions

Example package display:

Full Day Wedding Coverage — $3,500

10 hours of continuous coverage from getting ready through the reception
500+ professionally edited high-resolution digital photos
Online gallery for viewing, downloading, and sharing
Second photographer for ceremony and reception
Engagement session at your choice of location
Timeline consultation and planning assistance

If you included multiple package options (giving them a choice), each package is clearly separated and labeled. This helps clients compare your "good, better, best" tiers!

Add-ons Section​

Below packages, clients see any add-ons you included:

For each add-on:

  • Name ("Wedding Album")
  • Description ("20-page professionally designed hardcover album")
  • Price ("+$500")

Add-ons are visually distinct from the base package, making it clear what's included and what's optional.

Pro Tip

Even if add-ons are included in the quote total, they're displayed separately so clients can see exactly what they're getting. This reinforces the value!

Payment Schedule​

One of the most important sections for clients - when and how much they need to pay:

Payment schedule shows:

  • Retainer/Deposit - First payment amount and due date
  • Subsequent payments - Any additional installments
  • Final balance - When the remaining amount is due
  • Total - Sum of all payments (matching the package price)

Example payment schedule:

Payment Schedule

Retainer: $1,000 — Due at booking
Second Payment: $1,250 — Due August 1, 2024
Final Balance: $1,250 — Due October 1, 2024

Total: $3,500

This transparency helps clients understand the financial commitment and plan accordingly. It's much easier to say yes to $1,000 now rather than $3,500 all at once!

Session Details​

Additional information about the shoot:

  • Date - When the session is happening
  • Location (if specified) - Where you'll be shooting
  • Duration - How long the shoot will last
  • Job type - Wedding, Portrait, Event, etc.

These details remind the client what they're booking and when!

Personal Message (If Included)​

If you added a personal note when creating the quote, it appears near the top or bottom of the page:

Hi Luna!

It was so great chatting with you about your October wedding at Willow
Creek Barn! I absolutely love the vision you described - romantic, natural
light, and lots of candid moments. I can't wait to capture your day.

I've put together pricing below based on our conversation. Let me know
if you have any questions!

Looking forward to working with you!
Sarah

This personal touch reminds them why they reached out to you and makes the experience feel less transactional.

Action Buttons​

At the bottom of the page, two clear buttons:

"Accept Quote" - Large, prominent, green or primary color "Decline Quote" or "Not Right Now" - Smaller, secondary style

Some photographers prefer not to include a Decline button (removing the negative option), while others want clear feedback. ShootPath lets you configure this!

The Acceptance Process​

When a client decides to move forward, here's what happens:

Step 1: Client Clicks "Accept Quote"​

The button might show a quick loading animation (so they know something's happening), then:

Confirmation message appears:

✓ Quote Accepted!

Thanks for choosing Sarah Photography! You'll receive an email shortly
with your contract to review and sign.

We're so excited to work with you!

Behind the scenes, ShootPath:

  1. Marks the quote as "Accepted"
  2. Changes the lead status to "Converted"
  3. Creates a new Job with all quote details
  4. Generates a contract from your template
  5. Queues an email to send the contract
  6. Notifies you of the acceptance

All of this happens in milliseconds!

Step 2: Client Receives Contract Email​

Within minutes, your client gets a new email:

Subject: Your Contract is Ready to Sign

Hi Luna!

Congrats on booking your October wedding photography! Your next step
is to review and sign the contract below.

[Review and Sign Contract]

After signing, you'll be able to submit your $1,000 retainer payment
to officially secure your date.

We can't wait to work with you!
Sarah

The email includes a portal link to the contract signing page (we'll cover this in the Contract Signing guide).

Step 3: Lead Converts to Job​

In your admin dashboard:

  • The lead disappears from your "Active Leads" list (or moves to "Converted")
  • A new job appears in your "Active Jobs" list
  • The job contains all the details from the quote:
    • Client information
    • Package and add-ons selected
    • Total pricing
    • Payment schedule
    • Session date and location

You don't need to manually create anything - it's all handled automatically!

Step 4: You Get Notified​

Depending on your notification settings, you might receive:

  • Email notification: "Luna Garcia accepted your quote!"
  • Dashboard notification (in ShootPath)
  • Mobile push notification (if you use the mobile app)

This lets you follow up quickly with a congratulatory text or call: "Hey Luna! Just saw you accepted the quote - so excited to shoot your wedding! Let me know when you sign the contract and I'll send over some planning resources."

What Clients Can Do on the Quote Page​

While reviewing the quote, clients can:

Review Multiple Times​

The portal link doesn't expire, so clients can:

  • Click away and come back later
  • Share the link with their partner to review together
  • Compare with quotes from other photographers
  • Sleep on the decision

There's no pressure - the quote stays accessible until they're ready to decide.

Ask Questions​

Portal pages usually include your contact information (email, phone). Clients can:

  • Reply to the quote email you sent
  • Call you directly to discuss details
  • Text with questions

Common questions clients ask:

  • "Can we add an extra hour?"
  • "Is the engagement session at the same location?"
  • "Can we do the retainer in two smaller payments?"
  • "What happens if it rains?"

Be ready to answer these quickly - fast, friendly responses help close the booking!

Compare Package Options​

If you sent multiple package tiers, clients can compare side-by-side to see:

  • What's included in each
  • Price differences
  • Which one fits their needs and budget

Example: Good, Better, Best

  • Essential Package ($2,500) - 6 hours, 300 photos
  • Full Day Package ($3,500) - 10 hours, 500 photos, engagement session
  • Premium Package ($5,500) - 12 hours, 2 photographers, album, engagement session

Seeing options helps clients self-select the tier that works for them!

Some clients want to print the quote or save it as a PDF for their records (or to show their partner offline). ShootPath's portal pages are print-friendly - if they use their browser's print function, it formats nicely!

After Quote Acceptance​

Once the quote is accepted, the client's next steps are automatic:

Immediate Next Step: Sign Contract​

The acceptance confirmation message tells them: "You'll receive an email shortly with your contract."

Why contracts come AFTER acceptance:

  • Accepting the quote shows intent
  • The contract formalizes terms
  • Payment can only happen after signing (protects both parties)

This sequence ensures legal protection before money changes hands!

Second Step: Submit Payment​

After signing the contract, clients are prompted to pay the first installment (retainer/deposit).

Why payment comes AFTER signing:

  • Contract must be signed before payment is legally processed
  • This is ShootPath's Contract-Before-Payment rule
  • It protects you from disputes and ensures clients have agreed to terms

The portal guides clients through these steps clearly, so they don't get confused!

What You See After Acceptance​

When a client accepts a quote, your admin dashboard updates:

Dashboard Changes​

Metrics Update:

  • "Active Leads" count decreases by 1
  • "Active Jobs" count increases by 1
  • "In Production" count increases (once contract is signed)

Activity Feed Shows:

🎉 Luna Garcia accepted your quote
   Wedding — October 15, 2024 — $3,500
   2 minutes ago

Lead Status​

The lead's status changes from "Quoted" to "Converted" and might be archived or moved to a "Converted Leads" section (depending on your settings).

Why keep converted leads? Historical data! You can see:

  • How long it took from first contact to booking
  • Which package they chose
  • Conversion rate (how many leads become bookings)

New Job Created​

A new job appears in your Jobs list with:

  • Status: "Quote Accepted" (will change to "Contract Sent" automatically)
  • All quote details (packages, add-ons, pricing)
  • Payment schedule configured
  • Session date and location
  • Contract generated and ready to send

You can open the job to:

  • View contract status (sent, signed, pending)
  • Check payment status (pending, paid, overdue)
  • Add internal notes
  • Upload documents or photos

Quote Declination​

What happens if a client declines or doesn't respond?

If They Click "Decline"​

Some quote pages have a "Decline" or "Not Right Now" button. If clicked:

Client sees:

We're sorry this quote didn't work out. If anything changes or you'd like
to discuss other options, feel free to reach out anytime!

You see:

  • Lead status changes to "Quoted - Declined"
  • Notification: "Luna Garcia declined your quote"

What to do next:

  • Reach out to ask why (budget? timing? found someone else?)
  • Thank them for their time
  • Ask if they'd like a different package or pricing
  • Keep the door open for future bookings

Example follow-up:

Hi Luna! Thanks for letting me know. Can I ask what helped you make
your decision? I'm always looking to improve my offerings!

If timing or budget didn't work out this time, I'd love to stay in touch
for future photography needs. Wishing you the best with your wedding!

Gracious, professional responses leave a positive impression - they might refer friends or book you later!

If They Don't Respond​

If days pass without a response:

Follow up after 3-5 days:

Hi Luna!

Just wanted to check if you had any questions about the quote I sent
over for your October wedding? I'm happy to chat through any details
or make adjustments if needed!

Your date is still available, but I wanted to make sure you had everything
you needed to make a decision.

Let me know how I can help!
Sarah

Follow up again after 7-10 days:

Hi Luna!

I know wedding planning can get hectic! I wanted to reach out one more
time about your photography quote.

If you've decided to go in a different direction, no worries at all! But
if you're still interested and just got busy, I'd love to chat.

My schedule for October is starting to fill up, so I wanted to give you
a heads up before that date is no longer available.

Let me know!

After 2-3 follow-ups with no response:

  • Mark the lead as "Lost - No Response"
  • Move on to other leads
  • Keep their information in case they reach out later
Follow-Up Strategy

Many photographers book clients on the 2nd or 3rd follow-up! People get busy, forget to respond, or need time to check with their partner. Don't give up after one message.

Best Practices for Quote Acceptance​

Make Pricing Crystal Clear​

Don't hide the total price or make clients hunt for it. Display:

  • Total at the top (big and bold)
  • Package pricing (broken down)
  • Add-on pricing (clearly marked)
  • Payment schedule (exactly when and how much)

Transparency builds trust! Clients who understand exactly what they're paying for are more likely to accept.

Include All Details​

Make sure the quote shows:

  • What services are included
  • How many photos or hours
  • When delivery happens
  • Session date and location
  • Any terms or conditions

The more complete the quote, the fewer questions clients have, which means faster decisions!

Personalize Each Quote​

Generic quotes feel... generic. Personalized quotes feel special:

  • Reference their specific event ("your October wedding at Willow Creek Barn")
  • Mention details from your conversation ("I love that you want lots of candid moments")
  • Tailor package selection to what they asked for

Even small personal touches increase acceptance rates!

Respond Quickly to Questions​

If a client asks a question before accepting, respond ASAP:

  • Within a few hours during business hours
  • Same day at minimum
  • Evening/weekend questions answered by next morning

Speed matters! The longer a client waits for answers, the more likely they are to book someone else.

Follow Up (Without Being Pushy)​

There's a balance between following up and being annoying:

Good follow-up:

  • "Checking if you have questions"
  • "Your date is still available"
  • "Happy to discuss other package options"

Pushy follow-up:

  • "You really need to book now"
  • Daily messages
  • Guilt-tripping language

Follow up 2-3 times over 10-14 days, then give them space.

Make Accepting Easy​

The fewer barriers to acceptance, the more likely clients book:

  • Clear "Accept Quote" button (big and obvious)
  • No hidden terms or confusing language
  • Mobile-friendly page (most clients view on phones)
  • Simple, straightforward process

Remove friction = increase conversions!

Common Questions About Quote Acceptance​

"Can clients negotiate after seeing the quote?"​

Yes! If a client reaches out asking for a lower price or different package, you can:

  • Edit the quote in your admin dashboard
  • Resend the updated quote via email
  • Client sees the new pricing in the portal

Just open the quote, make changes, and hit "Resend Quote Email." The portal link stays the same!

"What if they accept the wrong package?"​

If you sent multiple package options and they accept but then realize they wanted a different one:

  • You can edit the job details before the contract is signed
  • Update the package, pricing, and payment schedule
  • Resend the contract with corrected information

Do this before they sign the contract! Once signed, you'll need to create a new contract amendment or start over.

"Can I track if they viewed the quote?"​

Not directly - ShootPath doesn't track page views for privacy reasons. But you'll know:

  • When the quote was sent (you did it)
  • When they accepted (timestamp recorded)
  • If they declined (status updated)

Why no view tracking? To respect client privacy. You don't need to know they looked 12 times before deciding!

Just resend it! In the lead details:

  1. Find the quote section
  2. Click "Resend Quote Email"
  3. Confirm their email address
  4. Hit send

They'll get a fresh copy with the same portal link!

"Can they accept a quote after I've sent a new one?"​

If you update a quote and resend it, the portal link updates to show the NEW quote. The old pricing is replaced.

Clients always see the most current version when they click the portal link!

What's Next?​

Now that you understand quote acceptance, learn what happens next in the booking flow:

Contract Signing - Learn how clients review and sign contracts digitally

Payments - Understand how clients pay invoices via Stripe

Questionnaires - See how clients fill out questionnaires in the portal

Portal Access - Learn more about portal tokens and security

Questions? Look for the help links throughout ShootPath, or reach out to support if you need a hand!