Quotations · 8 min read

Online Quotations: Access, Versions and Explicit Acceptance

A web quotation can make reviewing an offer easier on a phone. Sharing by link also requires deliberate decisions about access, changes and what counts as acceptance.

Explore online quotations in Moove

Explore this workflow in Moove.

Understand what the link exposes

Check exactly which quotation and attachments a recipient can see. A link without login is still a way to access information; forwardability and sensitive content matter.

Use the sharing options supported by the workflow and review them before sending. Do not assume a public link is safe for every document.

Keep commercial conditions visible

Clear scope, quantities, currency and totals.
Payment, delivery, applicable charges and exclusions.
Issue date, validity and a visible version reference.
A contact for questions and a defined next step.

Preserve the version the customer agreed to

A new draft must not silently change an accepted offer. Explain how revisions are issued and preserve the agreed version and relevant evidence.

When discussing a change, identify what changed and whether renewed approval is required. One link alone does not explain version history.

Separate reading from acceptance

1Send the intended link through an agreed channel.
2Let the customer review content and ask questions.
3Identify the person authorized to accept.
4Use the acceptance step appropriate to the transaction.
5Read back the recorded result and follow the agreed handoff.

Confirm legal and privacy requirements

An IP address and timestamp can contribute evidence, but do not establish legal validity for every document or country. Signature and consumer requirements vary.

Review applicable legal requirements and disclose relevant viewing analytics. A web format does not guarantee inbox placement, approval or compliance.

Summary

Online quotations need controlled access, stable agreed versions and a clear distinction between viewing and acceptance.

Check link exposure
Preserve agreed versions
Identify acceptance authority
Review local requirements

Frequently asked questions

Is a link always better than a PDF?

No. Choose for readability and the purchasing process; neither format guarantees delivery.

Does an IP and timestamp make every acceptance valid?

No. Evidence and legal requirements depend on jurisdiction and transaction.

Can we edit an accepted quotation silently?

No. Preserve the agreed version and handle changes explicitly.

Does acceptance automatically move a CRM deal?

Only if an authorized, configured workflow does so. Verify the resulting record.