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Gearflow for vendors · No account needed
Answer a quote by link
A customer on Gearflow asks you to price an order. You get an email with a link. The link opens one page where you price the lines, send the quote or decline, and later mark the order shipped or ready for pickup. You need no login.
Who uses it: any vendor a Gearflow customer asks for a quote. You do not need a
Gearflow account. If you sell on Gearflow with your own account, see
Answer a linked customer's request instead.
Video and one-page guide: Video: quote a Gearflow request shows these
steps in 2.5 minutes. Share it with your team.
#The link
- The customer's request email has two buttons: Submit quote and Can't quote.
Both open the same page. Some customers also send the link by text.
- Each link is for one person and one order. If the customer sends the order to you
again, your old link stops working: use the newest one.
- A link works for 30 days. It stops when the customer cancels the order.
- A link that stopped shows "This request is closed". A link that was never right shows
"This link no longer works". Ask the customer to send it again.
The page shows "Customer is asking your company to price this order." and the name
you answer as.
#Send a quote
- Optional: drop your own quote PDF on the page ("Choose your quote PDF", one PDF up
to 10 MB). Gearflow reads the prices off it in 10 to 20 seconds and fills in the lines
below. Check each line before you send.
- Fill in Quote number, Valid until and Note to customer if you want to.
All three are optional.
- For each line, enter the Part number and the Unit price.
- Set availability. Each line starts as In stock. If you must order the part, turn
In stock off and enter a Lead time in days, or an available on date.
- Click Can't supply on a line you cannot supply. Click + Add part to offer a
part they did not ask for.
- On a delivery order, enter Shipping cost (type 0 if it ships free). Sales tax
is optional.
- Click Review and send. If the button is off, read the "Still needs …" text next
to it.
- Check the quote, then click Send quote. You see "Quote sent to customer."
What you type is kept if you reload the page. To change a sent quote while the order is
open, click Edit quote, then Update quote. If a line is priced at $0.00, select
I confirm these prices are correct.
#Decline
Click Can't quote this. Select a reason (Out of stock, Backordered, We
don't carry this or Other) and click Decline request. You see "Customer has
been told you're not quoting this."
#After the customer orders
When the customer places the order with you, the same link shows "Customer placed this
order".
- Ready for pickup, on a pickup order.
- Shipped, on a delivery order: enter the Carrier and the Tracking number
if you have them (both optional), then click Mark shipped.
You mark each order once. The customer is told at once.
#What the customer sees
Your quote or your decline lands on the customer's request at once, and the customer gets
a notice. If a colleague at your company already quoted, your page shows that quote and
you cannot change it.
#See all your orders
On some accounts the page has a link See all your orders. It opens one list of
every open request and order sent to your email, from every customer. See
Your orders and a free account.