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What you will accomplish

You will know what the customer sees when they accept a quote, what your team should check afterward, and where the money record appears. A quote is a price the customer reviews before you start billable work. When they accept it, Car Storage Software usually creates the matching bill for you.
Quote — “Here is what we propose to charge. Please review and approve.”Accept Quote & Pay — The customer’s formal yes. The amount they approved can then be collected.Invoice — The bill that is ready to be paid (one-time work).Recurring plan — The repeat charge that continues on a schedule (monthly storage or a membership).

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When you would use this guide

  • You already sent a quote and the customer says they accepted it—or they asked what happens next.
  • You need to tell a customer, in plain words, what Accept Quote & Pay will do.
  • You want to confirm the new invoice or monthly plan matches the approved price.
This guide starts after the quote exists. To build and send the quote, use Create a quote.

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Before you start

  • An owner or admin has turned on quotes in Settings > Billing.
  • The quote is on Payments > Quotes with a status of Open (ready for the customer) or Accepted (already approved).
  • The customer can open email or the customer portal. They do not need to use the staff dashboard.
Draft is not ready for the customerA Draft quote is only for your team. The customer cannot accept it until someone on your team finalizes and sends it. Open the quote and use Resend Email if they never received the link.

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Find the quote on your team list

1

Open Quotes

Go to Payments > Quotes.Expected result: You see each quote, the customer, the amount, and a status such as Draft, Open, or Accepted.
2

Open the customer’s quote

Click the row for that customer. In this example, Sam Rivera has an Open quote for an interior detail.Expected result: The quote detail page shows the line items, total, and expiration date.
Quotes page with an Open quote for Sam Rivera and a Draft quote for Alex Morgan
Open means the customer can still accept. Draft is only visible to your team until you send it.

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What your team sees on an open quote

The staff quote page is your source of truth while you wait.
Staff quote detail for Interior detail for your Porsche 911 showing Open status, Sam Rivera, Interior Detail Package line item, and a 390.54 total
Confirm the customer, line items, and Total before you remind them to accept. Use Resend Email if they cannot find the link.
Status: Open — The customer has not accepted yet. They can still say yes.Expires — After this date they should not accept this quote. Send a new quote if pricing changed.Line items — Each service or storage charge they are approving.Resend Email — Sends the quote link again. Use this when the customer says “I never got it.”

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What the customer sees

The customer opens the quote from their email or a link you sent. They do not use Payments > Quotes. That page is for staff. They see:
  • Your facility name
  • A status badge of Awaiting Response
  • Who the quote is Prepared for
  • When it is Valid until
  • Each item, quantity, and amount
  • The Total
  • A large Accept Quote & Pay button
  • Download PDF if they want a copy to keep or forward
Customer quote page titled Interior detail for your Porsche 911 with Awaiting Response, Quote Summary, Interior Detail Package, total 390.54, and Accept Quote and Pay
This is the customer’s view. The important button is Accept Quote & Pay. Download PDF does not accept the quote.
Awaiting Response means the same as OpenYour staff list says Open. The customer page says Awaiting Response. Both mean “not accepted yet.”

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How the customer accepts

1

The customer reviews the items and total

They should read every line. If something looks wrong, they should contact your facility before they accept—not after.
2

They click Accept Quote & Pay

This opens a confirmation window titled Accept Quote.Why this matters: Acceptance is their formal yes. After this, your facility can bill the approved amount.
3

They confirm Accept & Pay

The window restates the total (for example $390.54). It also says their default payment method will be charged when they accept.They can click Cancel to stop, or Accept & Pay $… to finish.Expected result: The badge changes to Accepted, and a thank-you message appears. Your team then sees Accepted on Payments > Quotes.
Accept Quote confirmation window stating the customer is about to accept the quote for 390.54, with Cancel and Accept and Pay buttons
The customer must click Accept & Pay in this window. Closing it or clicking Cancel leaves the quote Open.
If the quote includes monthly storageThe customer page shows a warning that they agree to be billed on a schedule. After they accept, check Payments > Recurring as well as Invoices.

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What your team does after they accept

Car Storage Software usually creates the billing record automatically. You do not click a separate “convert to invoice” button on the quote.
1

Confirm the quote status

Open Payments > Quotes and click the quote. Status should be Accepted.
2

Find the new invoice or recurring plan

Why this matters: The totals should match what the customer already approved. If they do not, stop and ask a manager before you send another bill.
3

Collect payment or watch the plan

Invoices page showing customer bills after quotes and recurring plans were created
After a one-time quote is accepted, look here for the matching customer invoice. Filter by the customer name if the list is long.

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If you need to bill by hand instead

Use this only when your manager asks you to (for example the customer approved pricing on the phone and never clicked Accept Quote & Pay).
1

Keep the accepted or printed quote open

Match the customer, descriptions, and amounts exactly.
2

Create the right billing record

Do not bill from an expired quoteIf the quote is Expired or Canceled, create a new quote with today’s pricing. Do not copy old numbers onto an invoice unless a manager says the old price still stands.

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Common mistakes to avoid

  • Do not tell the customer to “log into Payments.” They use the email link or the customer portal.
  • Do not treat Download PDF as acceptance. Only Accept Quote & Pay (then Accept & Pay) accepts the quote.
  • Do not create a second invoice for the same accepted quote unless the automatic bill failed and a manager asked you to.
  • Do not ignore a quote that includes storage or a membership. Check Recurring, not only Invoices.

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Troubleshooting

The customer says they cannot open the quoteOpen the quote on Payments > Quotes and click Resend Email. Ask them to check junk mail. If the quote is still Draft, finalize and send it first.
They clicked accept but you do not see an invoiceRefresh Payments > Invoices and search the customer name. If the quote included only recurring items, look on Recurring instead.
The quote stayed Draft after you tried to send itQuotes that mix a one-time item and a monthly storage price sometimes need extra setup. Split them: one quote for the one-time work, and a recurring plan for storage. Ask a manager if you are unsure.
The customer is worried they will be charged twiceShow them the Accepted quote and the single matching invoice or recurring plan. Acceptance creates the bill. It does not create a second mystery charge.

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What success looks like

  • You can explain Accept Quote & Pay in one sentence: “You are approving this price so we can bill you.”
  • After acceptance, the quote shows Accepted on Payments > Quotes.
  • The matching invoice or recurring plan exists and the total matches the quote.
  • Your team knows the next step: collect the invoice or watch the recurring plan.

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What to do next