Quote by link: send, approve, issue a new version

How to send a quote

1. Build the order estimate in the «Estimate» tool and save it.
2. Open an order, the «Agree with the client» stage and the «Quote» card (the «Send quote» button, or «Open the quote» if a quote exists already). In the tool that opens, click «Send quote».
3. Choose who the quote is for: «For the client» or «For the agency». Tick up to three visualizations of the order and for each choose where to show it: on the cover or in a zone of the estimate.
4. Check the validity in working days, the production time, the terms, «Not included in the price», the assumptions and the questions to the client. On the right you see how the client will see the quote and, for you only, the cost and the margin.
5. Click «Send quote». A link for the client appears: click «Copy link» and send it to the client in a messenger or by email. The «PDF» button downloads the same document as a file.

• A quote gets a number made of the order number and its own number within the order, for example «Quote No. 118-1». A new version of the same quote is «Quote No. 118-1, rev. 2».
• The first quote sent moves the order from the «Calculation» stage to «Quote sent».
• If the estimate's products came from «Count what can be counted», the questions the helper found in the brief are already in «Questions to the client» of a new quote. Check them and remove the ones you do not need.

Quote for the client and for the agency

If the estimate has an agency commission, a quote «For the agency» shows it as a separate total line (or as «Including the agency commission» when the commission is hidden in the prices). A quote «For the client» does not mention the commission: it is already in the line prices, and the total is the same.

You can send both quotes for one order: each has its own number and link.

What the client sees

The client sees the studio logo, name, contacts and company details, the quote number, the date and the validity, the venue and the installation date, the visualizations, the zones with products, sizes, description, quantity, price and amount, the zone totals and the quote total, the terms, the payment schedule, the production time, «Not included in the price», the assumptions and the questions.

The client does not see the cost, the markups, suppliers, notes, the composition of products, hidden rows, the contingency reserve or the tax load. A row without a price is shown as «price to be confirmed» and is not in the total.

The prices and the total of the quote follow the single money model of the estimate: «Total excluding VAT», «VAT 22%» and «Total including VAT», «including VAT» or «Not subject to VAT», as set in the estimate.

A sent quote does not change

When sending, AURA saves the estimate as a «quote» version and freezes the document. If a material later gets more expensive or you change the estimate or the brand kit, the client still sees the same quote by the link and in the PDF. The quote version is visible in the list of estimate versions.

Approval and changes

1. The client opens the link, reads the quote and clicks «Approve». They enter a first and last name and tick the consent to keep the name, the time and the IP address, then click «Approve the quote».
2. If something needs to change, the client clicks «Ask for changes» and writes a comment.
3. In the «Quote» tool the quote card shows «Approved: name, date» or the client's comment. If the order is still at «Calculation» or «Quote sent», a button appears to move the order to «Approved».

• Approval confirms the contents and the price of the quote and does not replace a contract.
• Clicking «Approve» again changes nothing: the first approval is kept. An expired quote can be read but not approved.

Variants and options for the client to choose

1. In the «Estimate» tool open the row's details and click «Variants and options for the quote».
2. Name the variant the row holds now, for example «Timber». Add other variants: for a studio product AURA counts the other values of its parameters («Frame: metal») and products of the same size and shows the price with the difference; a variant can also be added by hand with its price and cost.
3. In «Can be added» add options: the product's options from its template (for example «Lighting» with the price it adds) or your own option with a price. Click «Save variants».
4. Send the quote. Next to the row the client sees «Timber» and «Metal +12,400 ₽» and the option «Lighting +4,500 ₽». The client chooses, the quote's total is recounted at once, and the choice is saved and goes into the approval.
5. In the «Quote» tool the card shows «Client's choice» with its total and margin. Click «Move the choice into the estimate»: the row becomes the chosen variant with its options, and the workshop and the purchase follow it. If you switched the variant in the estimate yourself after sending, the move brings back the one the client chose.

• Until the client chooses, variants and options are not in the estimate's total, the files or the workshop. In the estimate such a row is marked «variants».
• The difference in the quote is exact to the kopeck: AURA counts the total with each variant by the same money model, with VAT, commission and rounding.
• You can also make another variant the main one or put an option in yourself in the «Variants and options» window: the row changes, and the former variant stays a variant.
• The workshop of an approved quote makes the variant the client chose with its options, even before the choice is moved into the estimate: an option of the product from its template goes into the product's work and the purchase. The choice can be moved from a quote that is sent and still valid or approved, not from a replaced version.

Agreed price of a zone

If you agreed with the client on a price for a whole zone, enter it in «Agreed price of the zone» in the «Send quote» window. In the quote the zone's rows go without their own prices, marked «in the zone's price», with one line «Agreed price of the zone» under them.

The agreed price replaces the sum of the zone's rows, like one row with your price. The estimate's markup and discount, the agency's commission hidden in the prices and VAT are counted from it, as from any row: if the client must see exactly this amount, enter the price before them. The cost of the zone's rows stays yours, so the margin at sending shows what the discount cost. The order estimate still counts by rows.

If the client chooses another variant or option in such a zone, the zone's price changes by exactly their difference. A new version of the quote takes the agreed prices of the previous one.

Material certificates in a quote

The «Send quote» window has a «Material certificates» block with the «Attach certificates (N)» checkbox. It holds the studio's certificates for the materials of the order's estimate: valid ones with a file are ticked by themselves, expired ones are not.

The client sees a «Certificates» part in the quote and downloads the ticked files by the quote's link, and the PDF has their list. The studio's other certificates do not open by the link. How to upload certificates and link them to materials is in the article about material certificates.

Notifications

The order manager (or the owner if there is none) gets an email when the client first opens the quote, opens it again after a pause, approves it, asks for changes, and one day before it expires.

The same events are shown in the «Quote» tool marked «New», and the order card in «Orders» and on the board shows a quote badge: not opened, opened by the client, approved, changes requested.

A new version after approval

1. Correct the order estimate.
2. In the «Quote» tool click «New version» on the quote card, check it and click «Send the new version».
3. Send the new link to the client. The new version has a «What changed» block: what was added, removed and changed and how much the total changed compared with the approved version.

• The previous version gets the status «Replaced by a new version», its link shows the client a link to the new one, and the previous one can no longer be approved.
• If the previous version was approved, the workshop task made from it is considered out of date.

Revoke the link

«Revoke link» on the quote card closes the link: the client sees «Quote not found». The quote itself stays in the list with the status «Revoked».

Quote details and terms

1. In the «Quote» tool click «Details and terms» (the studio owner has this button).
2. Fill in the legal name, INN, KPP, OGRN, address, bank and the contact person in the quote. It is faster to upload the company card or fill them in by INN, as described below.
3. Set the terms of a new quote: the default payment schedule (for example 50% on approval and 50% after installation), the validity in working days, the production time, the terms and «Not included in the price». Click «Save».

• The studio logo, name and colours come from the «Brand kit»; the logo and the colour appear in the quote if the plan includes branding.
• If the order has its own «Payment schedule» on the «Overview», the quote uses it instead of the default one.

Details from the company card, by INN and by BIC

1. In the «Quote details and terms» window click «Upload the company card» and choose a card in PDF, DOCX, XLSX or TXT up to 10 MB. AURA finds the name, INN, KPP, OGRN, address, bank, BIC, settlement and correspondent account in it.
2. If there is a «By INN» button next to the INN, type the INN: after 10 or 12 digits AURA finds the name, KPP, OGRN and address in the company register by itself. The «By BIC» button fills the bank and the correspondent account the same way.
3. Empty fields are filled at once and highlighted. If a field is already filled differently, AURA asks «Replace the filled fields?»: click «Replace» or «Keep as is».
4. Check the fields and click «Save». Nothing is saved before that.

• AURA reads the card on its own server and sends it nowhere. A scan without a text layer cannot be read: fill in the fields by hand.
• The «By INN» and «By BIC» buttons are there when the company register (DaData) is connected to AURA. If there are no buttons or the register did not answer, the form works as before: fill in the fields by hand.
• A sole trader has no KPP: the field stays empty, as it should.

Personal data

On approval the name the client entered, the time and the IP address are kept: this way the studio knows who approved the quote and when. The quote page says so, and the client ticks the consent. The IP address is deleted after 12 months. The quote page is not indexed by search engines, and the link address does not get into the server logs.

Client estimate, estimate slide and quote

• The client estimate in «Documents» is the same estimate for viewing in the account and exporting to Excel or PDF.
• The estimate slide in a presentation shows the rental of a frame inside the presentation.
• A quote by link is a separate document of the order: frozen when sent, with a number, versions, validity, terms and company details; the client approves it without an account.

Beta: open to everyone

• The «Quote» tool is part of professional-level production and is open to everyone since 7 October 2026. The owner and the editors of the order who see prices can use it.
• Noticed a mistake or something missing? Click «Beta feedback»: the AURA team will see it.

Frequently asked questions

• Why is «Send quote» disabled? The order estimate has no rows. Build the estimate and come back to the «Quote» tool.
• Why does sending say the estimate was changed? A colleague saved the estimate while you prepared the quote. Reload the page and send again.
• Can I change a sent quote? No, send a new version: the client will see what changed.

Related guides

• Presentation: build and design the slides (beta)
• Event estimate: sheets, summary and Excel
• Production estimate: cost and client price
• Material certificates: upload, link to the price list, attach to a quote
• Production: orders, calculator, price list and reference projects