With Online quotes, you can send your clients a digital version of your quotations instead of a PDF. This makes it easier for you to track engagement and for your clients to review, share, and accept quotes - all in one place.
Why use Online quotes?
Quoting is a key part of the sales process in Rentman. Until now, quotes were mostly shared as PDF attachments, which often created challenges such as:
- Limited visibility into whether your client opened or reviewed the quote
- Harder version control when multiple revisions were sent
- Clients needing to download, forward, and manage PDF files manually
Online Quotes helps solve these challenges by moving from static files to a live, online page that is easier for you and your clients to use.
Benefits
| Benefits for Rentman users (you) |
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| Benefits for your clients |
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How to create and publish an Online quote
- Go to the Financial tab of your project.
- In the top-left section, select Quotations.
- Click on Add quotation
- (Optional) Review the document details, select the subprojects to include, and add a personal note.
- (Optional) Change the default document template or configure advanced settings.
The template of your quotations can be modified to display the information you want to appear on your document. Here is how to customize document templates and add letterhead. - Click Generate
- Once your quotation has been generated, you can Publish it to create a shareable link.
- In the pop-up window, you can personalize your online quotation by:
- Customizing the title and welcome message (the default message is set in the Configuration module > Communication > Online quote. See here how.)
- Adding your own media (e.g. Images)
- Checking whether the page is password-protected. You can update this setting in the Configuration module > Communication > Online quote. See here how.) - Publish and view
- Your online quote has now been successfully published.
- You can email it to your client directly (see here how) or share the link and password.
Regenerate a quotation
When updating a quote after a client’s request, make your edits in Rentman and preview the new version before publishing.
Once ready, publish the updated quote using the same link you originally shared. Your client will automatically see the latest version - no need to send a new PDF or worry about version confusion.
Previous versions remain accessible for reference, allowing both you and your client to track changes over time.
If you regenerate a quote without selecting Synchronize new version, the new version will only be visible to you.
You must re-sync the quotation for your client to see the latest version by clicking on Synchronize online quote.
| Overwrite | Overwrite the current version of the quote, the changes are directly visible on the online quote page to your client |
| Synchronize new version | Generate a new version of the quote, raise the version number, and optionally synchronize it to the online environment. In case you want to preview the changes without sharing it with the client. |
| New version | Generate a new version of the quote, raise the version number and optionally synchronize it to the online environment - changes directly visible to the customer. |
Each document that you generate has an expiration period. After this period, the quotation is not valid anymore. By default, Rentman uses an expiration period of 14 days. However, you can change this default setting to any length you wish.
You can always manually change the expiration period of a document. This will override the default setting.
- Go to the settings Configuration module > Financial > Financial.
- Find the option Default expiration period quotation/contract, and fill in your desired number of days.
How to take your Online quote offline
You can easily take your online quote offline by clicking three dotsnext to Settings and selecting Take quote offline.
If you change your mind, you can always publish the latest version online again at any time.
How Online quote works from the client's perspective
- The client enters the password to access the online quote View quote.
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They can then:
Sign quoteDownload quoteRequest changesAny requested changes will appear in your Rentman workspace, where they can be reviewed and marked as resolved.
Document settings
Select the number series of this document.
The number of the document. You can use this for internal reference and for the recipient.
colour-pink120"In the settings Configuration module, you can configure your number series to decide what number each document should start with.
Click 'New number' on the top of the document screen to create an additional quotation or contract for your client. This is useful to provide a client with multiple options to choose from, and all the quotations will be shown in the 'Financial' tab.
Choose the date on which this document expires.
Template: Choose a document template for this document. The project type of your project determines which template is selected by default. You can, however, always choose a different template than the default one.
Letterhead: A letterhead is the background of a document, and it can contain images, headers, and footings. The project type of your project determines which letterhead is selected by default. But you can choose a different letterhead than the default one.
Open physical and virtual combinations: Choose whether the content of your physical or virtual combination should be shown or hidden. You can read here how to do this when generating a document. You can set this up by default in the 'Equipment' module.