Orders
Quotes & customer portal: calculate, send, get accepted online
The margin calculates as you write, the PDF carries your letterhead, and the customer accepts via a link — no login. Acceptance creates the order by itself.
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Gantway quote costing with line items and margin
How you work with it
As you write, the margin panel calculates live: labor hours times hourly rate, materials, machine costs — you see what's left before you send. Four line-item types cover everyday workshop work, from optional soundproofing to the material alternative the customer picks themselves. On send, Gantway freezes the costing as a snapshot and already creates the order as a draft in the background. If the customer wants to renegotiate, version v2 is created — the old one stays available for comparison. Acceptance itself needs no login: a secure link, one click, and the order is released.
Customer portal without login
The customer receives a one-time, unguessable link at /p/quote/[token] — a randomly generated string that can only become known by being shared. No login, no forced account. Rate limiting, CSRF protection and a Content Security Policy protect against misuse. Even with very extensive quotes the portal runs smoothly, because the page is assembled server-side and delivered as a finished document.
- One unguessable link, no account for the customer
- Built-in protection against misuse
- Runs smoothly even for very large quotes
Customer portal without login
Acceptance becomes the order
As soon as the customer clicks "Accept" in the portal, Gantway automatically creates an order with the status "Released". The quote line items are carried over as tasks — Unified Task Model.
- One click in the portal — the order is released in the system
- Quote line items become tasks
Acceptance becomes the order
Also included
Options and alternatives in the quote
Regular line items, optional line items (selectable by the customer), alternative line items (e.g. material A or B) and text lines. Line items can be organized into groups and alternative groups.
- Regular and optional line items
- Alternatives the customer chooses from
- Text lines and groups for structure
Every revision as its own version
Every revision creates a new version (AG-2026-001-v1, v2, v3). There is no upper limit — all versions stay permanently visible and comparable. In practice 3–5 versions per quote are common; technically 20 or 50 are no problem either.
- Every revision becomes a new version
- All versions stay visible and comparable
Margin in view, live
While you calculate, the margin panel shows a live comparison between calculated costs and the quote total — in euros and percent. You know what you'll earn before you send.
- Calculated costs against the quote total, live
- In euros and percent
- You know what you earn before you send
Discounts per line item or on the total
Discounts can be applied per line item or to the grand total, as a percentage or a fixed amount. Both levels can be combined — for more complex negotiations.
- Discount per line item or on the total
- As a percentage or a fixed amount
- Both levels can be combined
Quote PDF with your letterhead
Professional quote PDF with logo (position selectable), a free accent color as a hex value, your own introductory and closing texts, a footer and a custom note for small businesses. The VAT rate is freely configurable and works for German (19%, 7%), Austrian and Swiss standard rates as well as the small-business rule under §19 UStG.
- Logo, accent color, your own opening and closing text
- VAT rate freely configurable, including the small-business exemption
- Footer and notes as you need them
Three typical situations
- Complex quote with options: A furniture order with three alternative materials to choose from. You create three alternative line items, and in the portal the customer sees what each choice costs.
- Renegotiation across versions: The customer wants to negotiate the price. You adjust the costing and send v2. The old version stays traceable — in case you have to backtrack.
- Accepting a quote late at night: The customer clicks "Accept" in the portal at 10 PM. Gantway immediately creates the order, and Wednesday morning you have the release — without anyone making a phone call.
Step by step in the help center
- Creating a quoteCustomer, title, validity — that's all it takes to start. And something happens in the background you should know about: the eventual order is created right away too.
- Adding line itemsEvery line item is also a work step — that's the most important quirk of the quoting system. Line item types, fields, and the qualification requirement.
- Understanding the costingWhere the numbers in the markup panel come from: five cost types, the order in which Gantway searches for an hourly rate, and the warning when you quote below your own costs.
- Customer portal: acceptanceYour customer opens a link, sees the quote without logging in, and clicks "Accept" or "Decline". What sending really does — and what it doesn't.
- Quote versions: renegotiate without chaosA new version keeps the quote number, pulls fresh customer data — and invalidates the old portal link. When it is possible and what happens to the old version.
Write your next quote in Gantway
With your own orders, no credit card. Or bring a current order to a 30-minute call.