What is Buyer Acceptance?
Buyer Acceptance is when a buyer reviews your quote and decides to proceed with the purchase. When a buyer accepts your quote, it signals their commitment to buy at your proposed pricing and terms, triggering the next steps in the order workflow.
How Buyers Accept Quotes
Via Quotable Account
Buyers with Quotable accounts can view quotes in their dashboard. They review your quote details and click View Quote > Yes, Create PO from within their account.
Via Email Link (No Login Required) (Coming Soon)
Buyers receive your quote via email with a secure link. They click View Quote to see all details including line items, pricing, terms, and delivery information. If they agree to your proposal, they click Yes, Create PO.
The user can then use Quotable to create the PO or attach their own Purchase order if they have their own system.
Creating a Purchase Order
When buyers accept your quote, they can immediately create a Purchase Order (PO).
The PO is auto-generated with all quote details pre-filled including line items, quantities, pricing, payment terms, and delivery requirements. Buyers review and send the PO to confirm their order.
What Happens After Acceptance
Notification
You receive instant email notification when a buyer accepts your quote. The notification includes buyer details, accepted quote number, total amount, and next steps for order fulfillment.
Quote Status Update
Your quote status updates from Submitted to Won. You can track acceptance status in your Quotes dashboard to monitor which quotes are converting to orders.
Purchase Order Creation
The buyer's acceptance typically results in a Purchase Order being sent to you. The PO contains all the details from your accepted quote and serves as the official order document.
Sales Order Generation
When you receive the buyer's PO, Quotable automatically creates a Sales Order (SO) in your account. The SO mirrors the PO and becomes your document to manage order fulfillment.
Tracking Quote Acceptance
Quote Statuses
Monitor your quotes through these statuses:
Draft: Quote created but not sent yet
Submitted: Quote delivered to buyer, awaiting response
Selecting: When the Buyer adds an approver to the RFQ
Won: Buyer approved and proceeding with order
Lost: When the Buyer awards the quote to a different buyer or declines your quote
Expired: When the Quote reaches the end of its active period as defined in the 'Quote Validity' field.
After Buyer Accepts
Review the Purchase Order
Check the buyer's PO to ensure all details match your accepted quote including quantities, pricing, delivery terms, and payment conditions. Flag any discrepancies immediately for resolution.
Accept the Order
You may need to formally accept the buyer's Purchase Order to confirm you can fulfill it. Go to the Sales Order page and click Verify Sales Order to proceed with fulfillment.
Prepare for Fulfillment
Begin fulfillment by confirming your Sales Order, arranging inventory or procurement, scheduling delivery, and preparing invoicing
based on agreed payment terms.
Managing Quote Revisions
Sending Revised Quotes
Edit your original quote with the requested changes and resend. The buyer receives the updated quote and can accept the new version.
Version Tracking
Quotable maintains version history so you can track quote revisions and see what changed between versions.
Result
The buyer acceptance flow is streamlined and automatic. Buyers accept quotes with one click, Purchase Orders are created instantly, and Sales Orders are generated in your account, eliminating manual data entry and accelerating order processing.
Tips
Monitor quote acceptance notifications to respond quickly
Review POs immediately after acceptance to catch discrepancies early
Accept buyer orders promptly to confirm fulfillment commitment
Track your quote acceptance rate to measure sales effectiveness
Follow up on sent quotes that haven't been accepted within 3-5 days
Use quote validity periods to create urgency for buyer decisions
Ensure your Sales Order matches the buyer's PO exactly
Set up notifications so you never miss a quote acceptance
Prepare fulfillment resources before sending quotes for faster turnaround
Use acceptance data to identify your most successful product offerings
When buyers accept your quotes, orders flow automatically from acceptance to fulfillment. No manual retyping, no delays—just seamless order processing.