PromptusphereHow to get a quote approved by your customer without losing track of changes
This template collects what you need to quote, sends a branded quote and records which version your customer approved. If the quantity, artwork or date changes later, only the approvals that depend on that change reopen, and the earlier agreement stays in the history.
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Describe how you work today and we'll suggest the questions
The problem
Today the quote travels as a PDF over WhatsApp or email, the customer replies “ok” in a message, and days later asks for a different quantity or sends new artwork in the same chat. Nobody knows for sure which price, quantity and artwork were approved, and work starts on the old agreement. When Lucía Herrera's brochures for Café La Ceiba go from 200 to 500 with a new design, the mistake shows up at delivery, not before.
When to use it
- You quote jobs that customers often adjust after approving, such as quantities, sizes or finishes.
- You need to know which version of the quote your customer accepted before sending it to production.
- One person on your team checks the artwork and another prepares the quote, and each needs their own approval.
- Your customer approves from their phone and you do not want to ask them to create an account.
How it works
1. Adjust the template
Start from the print quote template in the library. Change products, papers or finishes and choose who on your team checks the artwork. Once you publish it, that version stays fixed for every request you send.
2. Share the request and the quote
Send it by email, private link or a prepared WhatsApp message that you send yourself. From the answers you build the quote from your catalog, with optional extras, discounts, IVA 16% and an expiry date, and your customer gets a branded PDF.
3. Approve and control changes
Your customer approves the quote and confirms the delivery details, and your team checks the artwork. If they later upload new artwork and you adjust the quote to the new quantity, the artwork check and the quote approval reopen, but the delivery confirmation stays approved.
The template, question by question
This is how it arrives in your workspace. Change questions, options and approvals to fit the way you work.
What it asks
It starts with contact details and the company. Then what is being printed: product type, quantity, size, paper, one or two sides and finishes; if the customer picks Other or Custom size, an extra question appears to describe it. Next it asks whether they need design: customers with a ready file upload it, and customers who need design describe what it should say and attach their logo and references. Finally it asks for the date and delivery method, and only if they choose delivery does it ask for the address, postal code and notes. This produces three separate approvals: the delivery details confirmation by the customer, the artwork check by your team and the quote approval.
Approvals
- 01Delivery details confirmation (your customer)
- 02Artwork check (your team)
- 03Quote approval (your customer)
What reopens when something changes
- Delivery details confirmationReopens if this changes: When do you need it?, Delivery method, Delivery address, Postal code
- Artwork checkReopens if this changes: Print-ready file
- Quote approvalReopens if this changes: the quote
| Question | Answer | Required |
|---|---|---|
| Your details | ||
| Full name | Short text | Yes |
| Short text | Yes | |
| Phone or WhatsApp | Short text | Yes |
| Company or business | Short text | No |
| What you want printed | ||
| Product type | One option: Business cards, Flyers, Brochures or trifolds and 4 more | Yes |
| Which product do you need? | Short text | If it applies |
| Quantity | Quantity | Yes |
| Size | One option: Business card (9 x 5 cm), Half letter (14 x 21.5 cm), Letter (21.5 x 28 cm) and 2 more | Yes |
| Custom size | Short text | If it applies |
| Paper or material | One option: Coated 150 gsm, Coated 300 gsm, Bond 90 gsm and 4 more | Yes |
| Printed sides | One option: One side (front only), Two sides (front and back) | Yes |
| Finishes | Several options: Matte lamination, Gloss lamination, Spot UV varnish and 3 more | No |
| Design and artwork | ||
| Do you need us to design it? | One option: No, my file is ready, Yes, I need design | Yes |
| Print-ready file | File: PDF, AI, PSD, PNG, 50 MB | If it applies |
| What should it say and how do you picture it? | Long text | If it applies |
| Logo and references | File: PDF, AI, SVG, PNG, JPG, JPEG, 20 MB | No |
| Date and delivery | ||
| When do you need it? | Date | Yes |
| Delivery method | One option: I will pick it up, Deliver to an address | Yes |
| Delivery address | Long text | If it applies |
| Postal code | Short text | If it applies |
| Delivery notes | Short text | No |
| Additional comments | Long text | No |
Common mistakes
Treating a “yes” in the chat as approval
A message does not say which version it refers to. Ask for approval on the exact quote so it is tied to its price and quantities.
Editing the quote over the previous one
If you overwrite the PDF you lose the earlier agreement. Every quote version is kept and the previous one stays in the history.
Asking for every approval again
Reopening everything for one change wears customers out. If only the artwork changed, the delivery confirmation does not need to be repeated.
Forgetting the expiry date
A quote without an expiry date can be approved weeks later at prices that no longer apply. Set an expiry date from the start.
Frequently asked questions
Does my customer need an account to approve?
No. They open the link, confirm their email with a 6-digit code and approve from their phone. They pay nothing to use Promptusphere.
What happens if the customer changes the quantity after approving?
You adjust the quote and only its approval reopens. Anything that does not depend on the price, such as the delivery confirmation, stays approved, and the earlier agreement stays in the history with the before and after.
What if it is unclear what a change affects?
When a change could alter what an approval covers without touching it directly, for example if the customer switches from having a file to needing design, it goes to your team for review instead of reopening on its own.
Can the quote be used as an invoice?
No. It is a branded quote with tax lines such as IVA 16%, but it is not a tax invoice or a CFDI.
How do I collect a deposit?
You add your own payment link or bank details to the request and your customer uploads their receipt. Promptusphere never handles the money.
Start with this template
It lands in your workspace ready to adjust. Your customers answer it for free from their phone.
Use this template