Customer portal: acceptance

Instead of waiting for a signed PDF page, you let your customer decide online: they open a link, see the quote with no login and no account, and click "Accept quote" or "Decline", optionally with a comment (up to 1000 characters).

How the link is created

When you send the quote, Gantway generates the portal link automatically and reports "Offer sent. Customer portal link created." This requires a plan with the customer portal (Pro and above); without it, sending creates no link and you send the customer the downloaded PDF. There is no button to create it while the quote is still a draft. By default, admin and planner may send, renew or revoke the link and accept the quote internally. Afterwards it sits on the quote (sidebar → Offers → open the quote) in the "Customer portal" area: copy the link, "New link" (which invalidates the old one) or "Revoke link". Sending is only possible once at least one line item exists.

What happens on a response

• First to respond wins. After that, the link only shows: "This quote has already been answered." Gantway records how and when the response came in, including the comment.
• If you decide in the office, i.e. via "Accept" or "Reject" on the quote, the customer no longer sees any buttons in the portal but "Dieses Angebot ist nicht mehr zur Annahme offen." (this quote is no longer open for acceptance) with the current state, for example "Status: angenommen." (status: accepted). The same applies once the validity has passed: the customer can then neither accept nor reject in the portal, not even from an old browser tab that is still open.
• On acceptance, the customer deselects or selects the optional line items; anything not chosen drops out. The underlying order moves to "Planned" — behind every quote there is already a hidden order that becomes visible upon acceptance. What happens next is described in the article Scheduling the order.
• A new version of the quote invalidates the old link, so a link to an outdated state never stays in circulation.

The delivery date in the portal

If a delivery date is entered on the quote, the customer sees it in the quote header below "Gültig bis" (valid until) as "Liefertermin:" (delivery date). The portal shows the date that applied when the quote was sent. If you change it on the order afterwards, that does not reach the customer here, and their response does not change the date either. Without a date the line is missing.

The customer can download their quote

Directly below the quote header, the portal shows a "Download as PDF" button, and in every state: including after acceptance or rejection and after expiry. The customer receives the same document as you get from the PDF download, cover page and appendix included; the download changes nothing about the quote.