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

Quick Overview

Sharing quotes in Velocity supports two formats, a digital link or a white-label PDF, plus a one-click Book Now action that converts an accepted quote into a booking. Links suit fast, trackable day-to-day quoting with engagement tracking, while PDFs suit formal procurement or approval documents.

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”