Quote Share

What Is Quote Share?

Quote Share generates a branded portal to review, confirm, and accept Quotes, with full control to update billing details, shipping addresses, and PO numbers before they sign.

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

Billing Details

Update the billing contact name, address, and company information tied to the Quote. Optionally allow customers to correct or update their company's legal name before accepting.

Shipping Address

Confirm or change the shipping details before the Quote is accepted and processed.

Purchase Order (PO) & VAT Number

Optionally capture a purchase order (PO) number and/or a VAT number.

Payment

Optionally require a payment from your customer before the quote is processed.

Quote Share behavior is controlled at two levels: tenant-wide defaults, and per-quote overrides set through Quote Share Rules for cases that need different behavior than the default.

Tenant-Wide Defaults

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.

Configure the default behavior for every Quote Share link generated across your account in Settings › Quote Settings › Quote Share:

Setting	Control	Description
Disable Manual eSign Sending	Toggle	When enabled, removes the "Send via eSign" option from a quote's sending options, forcing the quote to be sent via Quote Share. When disabled, reps retain the option to manually send a quote through eSign.
Allow account name updates	Toggle	When enabled, the Quote Share viewer can update their company's legal name. When disabled, the field is not shown in Quote Share.
Purchase order (PO) number	4-state control	Controls how the PO number field behaves for the Quote Share viewer (hidden, read-only, editable, or required).
VAT number	4-state control	Controls how the VAT number field behaves for the Quote Share viewer (hidden, read-only, editable, or required).

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PO and VAT controls depend on General settings
The PO number and VAT number options above only take effect if Quote Settings › General › Allow purchase order (PO) number and Allow VAT number are enabled, respectively. If the corresponding General setting is off, that field will not appear in Quote Share regardless of how it's configured here.

Configure Edit Access

PO number and VAT number can each be set to one of the following, whether configured at the tenant level or overridden per Quote:

State	Behavior
Hidden	The field is not shown to the Quote Share viewer at all.
Read-only	The field is visible with its current value, but the viewer cannot change it.
Editable	The viewer can enter or update the value, but it is not required to accept the Quote.
Editable & required	The viewer must enter a value before they can accept the Quote.

Per-Quote Overrides via Quote Share Rules

Quote Share Rules allow overriding the tenant-wide defaults above for specific Quotes, based on a set of conditions. For example, a rule can require a PO number only for a certain product line, region, or customer segment, while every other Quote keeps the standard configuration.

Quote Share Rule — Available Fields

Field	Options
Allow account name updates	True or false. When true, the Quote Share viewer can update their company's legal name. When false, the field is not shown.
Purchase order (PO) number	Hidden, read-only, editable, or editable & required — the same four states as the tenant-wide setting.
VAT number	Hidden, read-only, editable, or editable & required — the same four states as the tenant-wide setting.

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How overrides apply
A Record Automation rule targeting Quote Share only affects the Quotes it matches. Any Quote not matched by an active rule continues to use the tenant-wide defaults from Quote Settings › Quote Share.

Collect Payment Before Quote Processing

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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.

Enabling the Setting

Navigate to Settings › Quote Settings › Quote Share and enable the toggle.

Setting	Description
Require payment method	Customers must add a payment method before accepting a Quote.
Collect payment before Quote processing	When enabled, the customer must make the first payment before the Quote is processed.

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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.

How It Works

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.

Quote Acceptance Flow

Customer clicks "Accept Quote": MonetizeNow calculates the amount of the first invoice on the billing schedule.
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.
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.

Scenario	Outcome
Payment succeeds, Quote processes successfully	No reversal. Quote is active and billing proceeds normally.
Payment succeeds, Quote processing fails	Payment is automatically voided. The customer is not charged.
Payment fails	Quote acceptance is blocked. No reversal needed.
First invoice amount is $0	No payment attempted. Quote processes immediately.

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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.

Using the Quote Share API

This feature is fully supported via the Quote Share API. Pass collect_payment_before_processing: true when creating or updating a Quote Share configuration. The same payment collection and reversal logic applies.

// POST /v1/quote-share
{
  "quote_id": "qt_xxxxxxxxxxxxxxxx",
  "require_payment_method": true,
  "collect_payment_before_processing": true
}

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Recommended API configuration
Set both require_payment_method: true and collect_payment_before_processing: true together to ensure customers have a valid payment method before reaching the acceptance step.

FAQs — Sharing Quotes

Why don't I see the quote share option on my 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.

Can I control when quote share becomes available?

This is currently tied to the quote status. Once the quote is formally approved, MonetizeNow enables the quote share option by default as long as your admin has enabled it in quote settings.

What does the expiration date do in external sharing?

You can set an expiration date for the quote share link. After that date, external users will no longer be able to access the shared quote. This adds a layer of security and urgency.