How to approve or decline a quote#

Audience: both — the admin hands over the portal sign-in, and from there every step is the client's. You received a quote from your service provider and need to accept it or turn it down.

Prerequisites#

• A portal sign-in (your service provider sets this up, see portal onboarding for first sign-in).
• A quote in Sent state. Draft quotes never reach the portal, so if nothing is listed yet, the provider has not sent one.

1. Open the quote#

Sign in and pick Quotes in the portal navigation. Every quote shows its number, the day it was issued, the last day it can be accepted, and its state:

• Awaiting your decision — sent, still inside its validity window.
• Valid until passed — the window ended before anyone decided. Your provider can still confirm it by hand or send a fresh quote.
• Approved, Declined, or Expired — already decided. The page says which, and when.

2. Read the document#

The quote page lists every line item with quantity, unit price, and amount, then the subtotal, tax, and total. The numbers come straight from the document your provider sent. Nothing on this page can be edited from the portal. Notes and terms, when the provider wrote any, sit below the line items.

3. Approve#

Approving accepts the quote as scoped and priced. Two things follow, and neither charges anything through the portal:

• Your provider is notified and marks the quote accepted.
• Your provider creates the contract and the first invoice from the accepted quote on their side. The invoice then appears under Invoices in the portal like any other.

If you want changes first (a different scope, a later start, a revised price), decline instead and ask for a new quote. Approval is final for that document.

4. Or decline, with a reason#

Decline… opens a note field. The reason is optional, and it goes to your provider with the decision. It helps them fix whatever missed: budget cycle, wrong scope, timing. Declining is also final for that quote, and a revised one arrives as a new entry in the list.

What you learned#

• Quotes reach the portal only once sent, and each shows its own decision deadline.
• Approval is final and hands the document to your provider, who sets up the contract and billing outside the portal.
• A decline can carry a reason. An approval you did not mean costs more.