Sharing Quotes (Digital Link, PDF, and “Book Now”)

Velocity lets you share quotes in two formats a digital link or a PDF so customers can review pricing quickly, forward it internally, and take the next step. To improve conversion, you can also add a one-click “Book Now” call-to-action (CTA) so an accepted quote becomes a booking-ready action instead of a long email thread.

This guide explains when to use link vs PDF, what customers see, what you can track, how to place “Book Now,” and the best practices that reduce friction and speed up acceptance.

Link vs PDF: When to Use Which

Use a digital link when you want speed, visibility, and easy revisions

A link is best for most day-to-day quoting because it:

• Delivers instantly (no attachment friction)
• Keeps the quote accessible from any device
• Supports engagement tracking (views/clicks)
• Reduces confusion when a quote is revised (one source of truth)

Recommended use cases

• New prospects and fast-moving deals
• High-volume quoting where follow-up timing matters
• Quotes that may be revised (lane/scope/validity changes)

Use a PDF when the customer needs a formal document for procurement or approvals

A PDF is best when your buyer’s process requires a fixed file:

• Procurement requests or tender comparisons
• Internal approval workflows requiring attachments
• Customers who archive PDFs in ERP/CRM records

Recommended use cases

• Enterprise procurement and multi-stakeholder approval chains
• Customers who explicitly request “send a PDF”
• Compliance-heavy industries that require offline documentation

Practical rule of thumb

• Default to link-first for speed and tracking
• Provide PDF when the customer needs an attachment for internal approval

What the Customer Sees (and What’s Tracked)

What customers typically see

Whether you share a link or PDF, the quote should clearly present:

• Service scope (mode + lane + door/port scope)
• Line-item breakdown and totals
• Validity/expiry dates
• Key terms and assumptions
• Next steps (what to do to proceed)

What Velocity can track (primarily via link sharing)

Tracking turns quoting into a measurable pipeline, not guesswork. Common engagement signals include:

• Views (customer opened the quote)
• Downloads (customer saved a PDF from the link or downloaded the file)
• Clicks (customer interacted with CTA or key actions)

How to use these signals:

• Viewed but not accepted → follow up with clarifying questions and offer a call
• Downloaded → often indicates internal forwarding; ask who else is reviewing
• Clicked “Book Now” → high intent; prioritize immediate response

Adding “Book Now” (Recommended Placement and Behavior)

What “Book Now” should do

A “Book Now” CTA should move the customer from decision to execution:

• Directs to your booking flow, portal, or a booking request form
• Preserves quote context (customer, lane, service, reference number)
• Makes the next step explicit and immediate

Recommended placement

For best conversion, place “Book Now” in two locations:

1. Above the fold (near the total price and validity)
2. At the end (after terms and assumptions)

If the quote is long or has multiple service options, add a CTA near each option’s total.

Recommended CTA text

Use clear action language:

• “Book Now”
• “Proceed to Booking”
• “Confirm and Book”

Avoid vague CTAs like “Next” or “Submit” on customer-facing quotes.

Best Practices: Reducing Friction and Increasing Acceptance

1) Make validity unmissable

Customers hesitate when they’re unsure whether the price is still valid. Always show:

• Quote expiry date
• Rate validity window (if different from expiry)
• Any conditions that could change pricing (e.g., capacity, inspections, duties)

2) State inclusions and exclusions clearly

Confusion about what’s included is a common reason quotes stall. Add a short section:

• Included charges (what the total covers)
• Excluded charges (what may be billed separately)
• Customer-provided information needed to execute (dimensions, commodity, pickup address)

3) Keep the quote scannable

Use consistent structure:

• Summary (scope + total + validity)
• Breakdown (line items grouped logically)
• Terms/assumptions (short bullets)
• Next steps (Book Now + contact)

4) Standardize internal follow-up rules

Define a simple SOP by engagement:

• Viewed within 1 hour → follow up same day
• Downloaded → ask who the approver is and timing
• No activity after 24–48 hours → send a reminder and propose a call
• Expiring soon → send a renewal prompt and re-rate if needed

5) Choose the right format for the customer’s buying process

• Digital-first customers → link + “Book Now”
• Procurement-driven customers → PDF + clear next steps and a booking option

Troubleshooting (Common Situations)

The customer says they can’t open the quote

• Share the digital link instead of a large attachment
• Provide a PDF backup if their environment blocks external links

The customer forwarded the quote internally and you lost the thread

• Prefer link sharing so engagement remains visible
• Include a quote reference number on the first page/section

The customer wants to accept, but the quote is expired

• Re-rate and reissue with a new validity date
• Highlight what changed (if anything) before asking them to click “Book Now”

FAQ

Should I always send a PDF?

No. Use links for speed and tracking, and PDFs when procurement or internal approvals require a fixed file.

When should I add “Book Now”?

Add it when your process supports conversion from quote to booking without manual steps. Place it near the total and again at the end.

What’s the best follow-up trigger?

A view is the strongest early intent signal; a click is the strongest conversion signal. Prioritize follow-up accordingly.