Goal
Send one accurate quote with a working acceptance link, then confirm that accepted work is ready for booking operations.
Prerequisites
- A tested email account is connected.
- Pricing exists for an eligible vehicle or vehicle class.
- The enquiry has a client email, complete journey details, service, passenger count, and luggage.
- Any client questions or requested extras are visible on the enquiry.
Steps
- Open Enquiries and select the enquiry. For a manual request, select New Enquiry and save the customer and journey first.
- Verify every journey in chronological order. Check the local pickup date and time, pickup, stops, drop-off, passengers, luggage, service, and flight details.
- Confirm the passenger and billing party. The person travelling and the person or company paying may be different.
- Resolve missing information before pricing. Do not let a guessed date, route, passenger count, or vehicle class become part of the quote.
- Select Generate Quote.
- Review the vehicle, price breakdown, currency, tax, extras, cancellation terms, and every journey shown in the preview. The amount comes from the configured pricing engine, including when the AI assistant starts the action.
- Answer any outstanding customer questions in the message and review the sender identity.
- Select Send Quote and confirm the send.
- Verify that the timeline records the send and that the quote shows its current validity period. Quote validity comes from company settings and defaults to 7 days unless your company changed it.
- When the customer accepts, open the linked booking. If your workflow requires a manual handoff, select Create Booking and verify the copied journeys and price before saving.
Expected result
The enquiry records a sent quote, the customer receives a valid acceptance link, and the accepted work has a linked booking with the same reviewed journeys and commercial amount.
Troubleshooting
- Generate Quote is unavailable: complete the journey, service, passenger, luggage, and pricing inputs.
- The amount is unexpected: return to the pricing breakdown. The AI assistant does not invent the commercial amount.
- The quote is stale after an edit: regenerate or recalculate it and send the updated quote. Do not rely on an earlier PDF or link after changing commercial inputs.
- The email did not arrive: inspect the send result, connected account, recipient address, and Sent folder.
- The customer link is expired: generate or send an updated quote using the current validity setting.
- Acceptance did not create the expected booking: open the enquiry timeline and booking link before manually creating a duplicate.