Quotes

A teammate asks the AI for a price in Slack, Teams or Google Chat. It builds the quote from your inventory catalog, renders a branded PDF, and gets it to them — by email, or as a private download link.

Quoting is off unless your plan includes it. It is also a staff-only feature: the AI will never build a quote for a website visitor, an SMS, a WhatsApp message or a social DM, no matter what it is asked. Talk to us if you want it switched on.

1. The catalog it quotes from

There is no separate pricing table. A quote is built from the same inventory you import into your knowledge base — see Import inventory (CSV catalog). Each row becomes one catalog item with a SKU and a price.

Two rules follow from that, and both are deliberate:

An item with no mapped price can never be quoted. If your CSV had no price column, the AI has nothing to quote and will say so.
It never guesses a SKU. If what someone asks for matches nothing, or matches more than one item, the AI refuses and names the candidates so they can re-ask. It will not pick the closest one and it will not invent a price.

2. The look of the document

Go to Customize and choose Create template (it says View template once one exists). You can set:

A letterhead logo and an accent colour for rules and headings
What you call the document — Quotation, Estimate, Proposal, anything
A number prefix, so quotes read Q-1042 rather than 1042
How many days a quote stays valid
An intro paragraph, your terms, and a one-line footer

You can upload an existing quote as a sample and we will read the layout off it rather than making you retype everything.

3. Who is allowed to ask

A quote is a priced document, so by default only people with a Quincer account in your workspace can ask for one. That check runs on identity, not on which room the message came from — a shared Slack Connect channel, a Teams federated chat and an open Google Chat space can all contain people who do not work for you.

Staff who do not have an account

Most companies have people who should be able to ask for a price but have no reason to log into Quincer. For them, an owner can list trusted email domains under Customize → View template → Who can ask for a quote:

acme.com, acme.co.uk

Then anyone with a verified mailbox at one of those domains can ask. The rules:

Empty means off. Leave it blank and only account holders can quote.
Owners only. An invited admin can edit the template but sees this field read-only — widening who may see your prices is an owner's decision.
Direct messages only. This route works in a 1:1 with the app and never in a channel, because a channel can contain guests.
Exact match. acme.com allows you@acme.com. It does not allow you@eu.acme.com. Add each domain you mean.
The platform must vouch for the address. A guest account or an address we cannot verify does not count.
Their own address only. Someone allowed in this way can only have the quote sent to themselves, never to a third party.
Up to ten domains.

If you add a domain and someone still gets turned away, check for a typo first. The AI deliberately does not tell them why they were refused — that would teach an outsider that this route exists — so a misspelled domain looks exactly like a working one from the chat. The miss is recorded in your server logs.

4. Asking for a quote

In a staff channel, someone says something like "quote Acme Ltd for 10 of SKU-1120 and 2 of SKU-3300". The AI resolves each SKU against the catalog, prices it, renders the PDF and delivers it. Up to 50 line items per quote.

Ask twice for the same thing and you get the same quote back, not a second one with a new number.

5. How it reaches people

By email. The PDF is attached and sent from the persona's mailbox. If the AI does not know where to send it, it asks rather than guessing an address.

As a private download link. Every quote also gets a link to the PDF:

Asked in a direct message? The link comes back in the reply.
Asked in a channel? The link is sent to that person's own direct message, and the channel only hears that it was sent. The link itself never appears in a shared room.

Treat the link like the document. It opens the quote with no login, on purpose, so that staff without a Quincer account can still receive what they asked for. Anyone who has the link can open the quote. It stops working after 7 days, and asking for the quote again issues a fresh link and kills the old one.

On Google Chat and Teams an app cannot start a direct message with someone who has never messaged it. If that happens the AI says so and asks them to send it a direct message first — it will not fall back to posting the link in the channel.

6. Send automatically, or check it first

Each persona can either send quotes as soon as they are built, or hold them as drafts for a human to approve. A held quote is reported as waiting for approval rather than as sent — the AI never claims something went out when it did not.

This is currently set through the API on the persona (quoteSendMode, either auto or review), not in the dashboard. It defaults to auto.

7. Your quote history — the Offers & Quotes page

Every quote the assistant builds is saved. Open Offers & Quotes in the sidebar and switch to the Quotes tab to see them all — quote number, company and contact, total, status, validity, and how it was delivered.

PDF downloads the rendered document. This is the exact file the buyer received — downloading it yourself never invalidates the link the buyer holds.
Resend (quotes showing the sent badge) emails the PDF to the contact again, and Retry send re-queues a quote whose delivery failed. Both are owner/admin actions, and each quote can be re-sent up to 10 times.

The Offers tab on the same page is where AI-drafted offer summaries wait for a licensee's review — nothing is sent until it is approved there. Both tabs need the Quotes & Offers license to create new documents; existing history stays visible without it.

Line descriptions on the PDF come from your inventory CSV's description column — Body (HTML), Body Copy, or Long Description in commerce exports, or a column named description, desc, comments, or notes. The prose prints under each line item; items without one show the item name and price only. Re-import your catalog to pick the column up.

Troubleshooting

What you see	What it means
The AI says it cannot build quotes	Either your plan does not include quoting, the persona's quote skill is off, or your catalog has no priced items. All three are required.
“I can't verify you're on the team”	The channel did not give us the asker's email address. Reconnect the workspace with the email-read permission, or have them tell the AI which address to use.
A teammate is refused and you expected them to be allowed	They have no Quincer account and either the trusted-domain list is empty, their domain is not on it (check for typos, and remember subdomains need their own entry), or they asked in a channel rather than a direct message.
A SKU is rejected	It matched nothing, or matched several items. The AI names what it found — re-ask with the exact SKU.
The quote was built but not emailed	No recipient address was known. Tell the AI where to send it, or use the download link.
“This link has expired”	Links last 7 days. Ask for the quote again and you get a fresh one.
“This link is not valid”	A newer link replaced it — asking again always invalidates the previous one. Use the most recent link.
“resent 10 times — contact support”	Each quote can be re-sent 10 times. Ask us and we can send it again.