A quote you send to one of your own customers ends with a link. The customer opens it with no login, adds a PO number and clicks Approve quote. A reply such as "Approved, PO 4512" works too. You can require a PO number on every approval.
Who sees it: dealer and broker accounts. This page covers quotes to your own customers (from the Customers page). A quote that answers a linked customer's request goes to that customer's own account instead, and they approve it there.
For the rep's daily steps (read replies, act on each answer), see the SOPs Customer approval by text or email and PO numbers.
The quote message ends with "Approve the quote and add your PO number here", then the link. The link works for that one quote, for 30 days, with no login. A customer with a Gearflow login can also approve it signed in.
The page shows your name and logo, Quote number, the total and the date it is good through, and the lines with part number, quantity and line total.
The page has no decline button: a customer who says no replies to the message. If you sent an updated quote, the page says "The dealer updated this quote. Review it and approve again." A closed or dead link reads "This quote is no longer open." or "This link no longer works".
The customer can reply to the email or text instead. A first line such as "Approved, PO 4512" records the approval and the PO number. A reply with only a PO number adds the number to an approval already recorded; it never approves on its own. The words that count are listed in Customer approval by text or email.
Settings → Account → PO number on quote approval. Click Require a PO number (the badge reads Required) or Make optional (Optional, the default). Only an account admin can change it.
When it is on, the approval page needs a PO number. If a customer approves by reply with no PO number, Gearflow asks them for it: "Thanks for approving quote number. Your company needs your PO number to take the order. Reply with your PO number, and we will record your approval."
On the review step, Follow up if they don't reply is on by default. It sends one message after 3 business days, as you, to the requester only, on the channel they asked on: a text if the request came by text, else an email. Change Send on or the Follow-up message if needed. It does not go if the customer replies, accepts or declines first.
The request moves to PO received. The thread shows "Customer approved quote number with PO number." The Customer card reads "Customer accepted the quote on date." with the PO number, and an Order PDF button appears (see Quote and order PDFs).