Quote Share

Quote Share sends your customer a secure link to their quote. They can review it, update their company and billing details, add a payment method and accept the quote online.

Before accepting, customers can update the details that matter most to their procurement process:

Everything about Quote Share is in Settings → Quote Share:

• Settings: how Quote Share behaves for every quote.
• Quote Share Rules: exceptions for particular quotes, for example require a PO number on quotes over $100,000.

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How Quote Share is configured

Explanation

Settings are the default

The Settings section applies to every shared quote. For example, if Require Payment Method is on, every customer must add a payment method before accepting.

Rules are the exceptions

A Quote Share rule says "for quotes like this, use a different setting". Each rule has:

• IF: conditions about the quote, such as its amount, currency, offerings, line items or custom fields.
• THEN: the Quote Share settings to use instead, such as Allowed Payment Methods = Credit Card.
• Priority: if two matching rules change the same setting, the lower number wins.

When a rule matches, its values override the Settings for that quote. Settings a rule doesn't mention keep their default.

When rules are checked

Rules are checked when the customer opens the shared quote, and again when they accept it. Turning a rule on or off affects quotes that are already shared, from the customer's next visit.

Moved: Quote Share rules used to live in Settings → Rules → Record Automation with the target Quote Share. They now have their own list on this page. Rules created before the move keep working and appear here.

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How Collect Payment works

Explanation

When Collect Payment Before Quote Processing is enabled, the first invoice on the billing schedule is charged at the moment a customer clicks Accept Quote. The Quote is only processed once payment succeeds. If payment fails, the Quote cannot be accepted. It needs an active payment gateway (Settings → Integrations → Payment Gateways).

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Works with or without e-signature

Payment collection triggers on Quote acceptance regardless of whether e-signature is enabled on the Quote you've sent to the customer.

Quote acceptance flow

The payment and acceptance flow is handled on the backend for full transactional control. Here is what happens when a customer accepts a Quote with this setting enabled.

1. Customer clicks "Accept Quote": MonetizeNow calculates the amount of the first invoice on the billing schedule.
2. First invoice amount evaluated: If the first invoice amount is $0, the Quote is processed immediately and no payment is attempted. If the amount is greater than $0, payment is collected immediately regardless of the invoice's bill date.
3. Payment attempted: MonetizeNow charges the first invoice amount against the customer's payment method on file.
   • ✅ Success: Payment succeeds → Quote is processed. If Quote processing subsequently fails, the payment is automatically voided.
   • ❌ Failed: Payment fails → Quote cannot be accepted. The customer must resolve the payment issue before retrying.

Bill date behavior

The first invoice is charged at the time of Quote acceptance even if the billing schedule has the first bill date set in the future or in arrears. The bill date on the invoice itself is not affected.

Automatic payment reversal

If payment succeeds but the Quote acceptance flow subsequently fails, MonetizeNow automatically reverses the charge. Customers are never billed for a Quote that was not successfully processed.

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Void vs. Refund

Payment reversals use a void rather than a refund where supported. Voids cancel the charge before settlement, so funds are never debited from the customer's account. Whether a void or refund is issued depends on the timing relative to payment settlement.

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Set up Quote Share

How-to. Requires Tenant Admin or Sales Admin.

1. Go to Settings → Quote Share.
2. In Settings, turn on Enable Quote Share. The other options appear.
3. Choose your defaults (see Settings reference).
4. Click Save. The button appears once you change something.

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Recommended: Also enable "Require Payment Method"

If Collect Payment Before Quote Processing is on but Require Payment Method is off, the customer may not have a payment method on file when they attempt to accept the Quote. Enable both settings together for a smooth payment experience.

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When the Quote Share option appears on a quote

The "Quote Share" option becomes available only after the quote has reached an APPROVED status. If your quote is still in draft or pending approvals, this option will not appear. Once the quote is formally approved, MonetizeNow enables the quote share option by default as long as your admin has enabled it in Settings → Quote Share.

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Create a Quote Share rule

How-to. Requires Tenant Admin or Sales Admin.

1. In Settings → Quote Share, under Quote Share Rules, click New Rule.

   

2. Enter a Name and Description. Leave Status as Active.

3. Under IF, choose where to look (for example Quote), then the field, operator and value. For example: Amount >= 100000.

4. Under THEN, set a Priority (10, 20, 30… leaves room for later rules).

5. Choose a Target Field and its Value. Click Add Field to change more than one setting.

   

6. Optional: expand Test Rule, choose a quote and click Test Rule to check that the conditions match.

7. Click Save.

To change a rule later, click it in the list. From a rule's ⋮ menu you can also Clone, Deactivate or Activate it. Rules can't be deleted: deactivate them instead.

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Quote Share rules worth building

Ideas