To learn more about Digital Invoicing, contact us for a demo.

Table of Contents

From the FastSpring App, Sales Representatives, Store Order Support Representatives, Store Administrators, and Company Administrators have access to tools to manage quotes and corresponding orders. The FastSpring App will help you to view the status of quotes, filter for quote-driven orders, manually trigger fulfillments, and apply PO numbers to invoices.

Quote Status

From the Quote’s details page, you can see the status of each Quote. There are 5 possible quote statuses:

Filter for Quote-Driven Orders

Within the Orders page of the FastSpring App, you can see all Orders that have a Quote associated with them by applying the Quote-driven filter to the Orders list. This will return all completed and pending orders that were generated from a Quote.

  1. In the FastSpring App, navigate to Sales > Orders.
  2. In the All Orders tab, click All Sources > Quote Driven.
  3. Optionally, apply additional filters to your search to further specify the results.

Filter E-Commerce Orders

To exclude quote-driven orders from your search, apply the E-Commerce filter. This returns all store orders that did not originate from a Quote.

Quotable and Non-Quotable Products

To limit the products that can be added to Quotes, you can apply a Quotable or Non-Quotable tag to your products.

By default, all products in your product catalog are set to Quotable. However, if you wish to limit the availability of a certain product during quote configuration, you can set the product to be Non-Quotable.

  1. In the FastSpring App, navigate to the product you wish to make Non-Quotable.
  2. In the top, right corner of the product’s details page, click the Quotable drop-down, and select Non-Quotable.
  3. Your changes will be saved automatically.

Changes are not permanent. If you would like to make this product Quotable again in the future, repeat this process, but select Quotable instead.

Manually Process a Fulfillment on Pending Orders

No manual intervention is required to send prospects their fulfillment. When a quote is accepted, prospects are prompted to pay or generate an Invoice. They will either receive their fulfillment automatically after the invoice is generated, or when the payment is received; this depends on the quote’s configuration.

If the quote was configured to deliver fulfillment when payment is received and the payment is still pending, you can optionally override this flow to deliver fulfillment immediately. This does not impact the order status.

  1. From the Orders page in the FastSpring App, navigate to the pending order’s details page.
  2. Under Item Details, click Process Fulfillment.
  3. Click Confirm.

This immediately sends a fulfillment to the prospect prior to receiving their payment. Fulfillment details are configured at the Product level.

Add a Purchase Order Number to an Invoice

After a quote is accepted and an invoice has been created, you or the prospect can apply their Purchase Order Number directly on the Invoice.

  1. From the FastSpring App, Navigate to Sales > Quotes. If you have not done so already, click Generate Invoice for the Quote.
  2. After the Quote is in Accepted status, click View Invoice from the Quote’s details page.
  3. On the invoice, click +Add PO Number.
  4. Enter the Purchase Order Number, and click Save.

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Quote Export

Within the Data Exports page, you can create a Quote Export, which allows you to export details of all the Quotes that exist in your FastSpring store. You can limit this by time period. For more information on exporting information, see our Data Exports doc.

  1. In the FastSpring App, navigate to Reports > Data Exports.
  2. At the top, right corner, click Create Data Export. The Data Export configuration page appears.
  3. In the Report Name field, type in a name for the Data Export.
  4. In the Report Type field, select Quote Export from the drop-down menu.
  5. Optionally, adjust the language, site and dates for your export.
  6. Click Create.

The Quote Export will automatically show up in your Data Exports page as Processing. Allow up to a couple minutes for the data to be exported. The page will automatically refresh with the quote export available for you to Preview, Download or Delete.

To learn more about Digital Invoicing, contact us for a demo!

Self-Service Quotes are a tool that prospects can use to automatically generate their own quotes. When enabled, prospects see a link on the Web Storefront, or a button on the Popup Storefront, which automatically generates a quote consisting of the items in their cart. After they complete checkout, they are redirected to the quote. Self-Service Quotes are beneficial when a prospect needs to receive approval before completing their purchase.

Self-Service Quotes are displayed in your Store’s Quotes list as soon as they are created. They will show the recipient as the creator and the quote name will be “Quote generated by [Recipient Name]”.

When the prospect clicks Accept & Continue on the quote, they see the B2B Popup Checkout directly over the quote webpage, where they can request an invoice or complete the purchase via any of the payment methods configured in your Store. Prospects will receive the fulfillment upon completing the purchase, unless the quote was configured to deliver fulfillment “when quote is accepted”.

Enable Self-Service Quotes

Within your Storefront Settings, you can enable consumers to generate Self-Serve Quotes.

Popup Storefronts

  1. In the FastSpring App, navigate to Storefronts > Popup Storefronts.
  2. Click Settings on the Popup Storefront for which you plan to enable Self-Service Quotes.
  3. At the bottom of the Checkout Settings section, select Enable Buyer Generated Quotes.
  4. Click Save or Save and Preview to save your changes.

After you save your changes, consumers can select the Quote button in the popup storefront to automatically generate a quote consisting of the items in their cart.

Web Storefronts

  1. In the FastSpring App, navigate to Storefronts > Web Storefronts.
  2. On the Web Storefront for which you plan to enable Self-Service Quotes, click Settings > Checkout.
  3. In the Checkout Experience section, select Enable Buyer Generated Quotes.
  4. Click Save or Save and Preview to save your changes.

At the top of the order list in the checkout page, consumers can select Generate a Quote to receive a Quote comprised of the items in their cart.

Self-Service Settings

In the FastSpring App, navigate to Store Settings > Invoicing to adjust your Self-Service Quote settings.

To learn more about Digital Invoicing, contact us for a demo!

While your Quote is in the Open status, you can make real-time adjustments to it, including:

After the prospect accepts the Quote, they have the option to generate an invoice or pay. This moves the quote to either Pending Payment or Completed; no further changes can be made to it. If they generate an invoice, the order will appear in your Store’s Orders page under Awaiting Payment. If they pay immediately, the order will appear in your main Orders list.

Edit a Quote

  1. In the FastSpring App, select the Quote you wish to edit to access its details page.
  2. In the relevant section, select Edit. See Create a Quote for more information on quote configuration.

After you save your changes, the quote will be updated in real time to reflect the changes on the prospect’s end. If a quote is accepted, expired, or canceled, you cannot make changes, however, you can duplicate the quote.

Cancel a Quote

At the top, right corner of the quote’s details page, click Cancel Quote. After the quote is canceled, it is no longer accessible to the consumer. A banner will appear at the top of the details page with the date, time, and user who canceled it.

You can only cancel quotes in the Open status.

Duplicate a Quote

At the top, right corner of the quote’s details page, click Duplicate to copy a quote’s configuration to a new one. This action can be performed at any time and does not impact the status of the original quote. The new quote is created in the Open status.

Generate an Invoice

At the top, right corner of the Quote’s details page, click Generate Invoice to mark the accept the quote and create an Invoice for the consumer. The status of the Quote will automatically change to Awaiting Payment, and a Pending Order will be created. The date, time, and user who completed this action will be recorded at the top of the details page.

You can only generate an Invoice for a Quote that is in the Open status.
To learn more about Digital Invoicing, contact us for a demo!

Digital Invoicing enables you to manage your direct sales and B2B channels through independent creation and management of quotes and invoices without leaving the FastSpring App. This centralizes your quotes, invoices, and purchase orders within the App, enhancing your billing operations and order management capabilities.

Access Digital Invoicing in your Store

As of June 30, 2021, there is a new page in the FastSpring App labeled Quotes. To access it, navigate to Sales > Quotes. From there, you can:

To hide the Quotes page, you can disable Quote Management within Store Settings > Invoicing.

Roles and Permissions

Roles that have access to the Quotes page include: Sales Representative, Store Order Support, Store Administrator, and Company Administrator. Each role has the ability to:

Accountants, Store Maintainers, Store Marketing, and Store Reporting roles do not have access to the Quotes page.

Sales Representative

We have introduced a new role, Sales Representative, which has all of the permissions listed above. Sales Representatives do not have access to Reports, Products Settings, Store Settings, Storefront Settings, or Coupons.

To add a Sales Representative to your Store:

  1. Log in to the FastSpring App. At the top, right corner of the Dashboard, click the drop-down with your Store Name.
  2. Select Users. At the top, right corner of the Users page, select Add User.
  3. In the Role drop-down, select Sales Representative for the Store you wish to add one to. If you have multiple Stores, make sure to select the role in the correct Store.
  4. Enter the Sales Representative’s name and email address.
  5. Click Create.

Digital Invoicing Settings

To customize your Digital Invoicing configuration, navigate to Settings > Invoicing.
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Quote Settings

Invoice Settings

Self-Service Settings

Digital Invoicing is a quoting and invoicing tool that is fully integrated with the FastSpring platform at no extra cost. It enables you to manage your direct sales and B2B channels through independent creation and management of quotes and invoices without leaving the FastSpring App. This centralizes your quotes, invoices, and purchase orders within the App, enhancing your billing operations and order management capabilities.

With Digital Invoicing enabled, you can:

Because Digital Invoicing is integrated with the existing FastSpring platform, it includes the same localization, product catalog management, tax management, fraud prevention, and subscription renewal capabilities as the Store you enable it in. After it is enabled, a customizable Popup Storefront is automatically added to your Store to process all invoice and quote-driven transactions. Each transaction automatically reflects in the Orders and Quotes pages of the FastSpring App.

To learn more about Digital Invoicing, contact our sales team for a demo!

Get Started

Create Quotes and Invoices

Manage your Quotes and Invoices

Create and Manage Quotes with the API

To learn more about Digital Invoicing, contact us for a demo!

Table of Contents

When Quote Management is enabled in your Store, you can create and manage customized quotes for prospective customers within the FastSpring App. Each quote has a unique Quote ID and link associated with it, allowing you to track the purchase process, and make updates in real time. Additionally, you can:

When a Quote is created, copy the link from the details page to send the Quote to your prospect. When they click on the link, they will see a quote similar to the one pictured.

The quote’s language and currency are automatically localized based on the country and currency specified on it. Prospects can click the language selector in the top right corner to view the quote in their language of choice. This does not affect the taxes or currency applied.

After the prospect accepts the quote, an order is generated in your FastSpring store. When they complete the payment process, they receive the fulfillment, as configured in your store.

Create a Quote

As long as the quote is in the Open status, you can make changes, which will automatically reflect on the quote. You do not have to resend the link to the prospect.

To view your Quote in Test Mode and create a test order, type .test. into the Quote URL, between your store path and onfastspring.com For example:

https://yourstorename.test.onfastspring.com/.../quoteID.
  1. In the FastSpring App, navigate to Sales > Quotes and select Create Quote. The quote configuration page appears.
  2. In the Quote Name field, add an internal-facing name for the Quote. This is only used for searching and organizational purposes; it is not visible to the consumer.
  3. In the Recipient Information dialog, enter the customer’s Name and Email. If applicable, add the prospect’s VAT ID. All of these fields will be applied to the checkout page when they accept the quote.

If you add full address information to the quote, FastSpring will automatically calculate the tax and display it on the quote. Otherwise, taxes will be added during checkout. For tax-exempt US citizens, the prospect can apply their US Tax-Exempt ID during checkout to remove taxes. This will automatically reflect in the invoice.

Add Products and Pricing

  1. In the Products section, set the Currency that the quote will be displayed in. The consumer will be required to pay in this currency. The quote currency can be changed at any time before the quote is accepted.
  2. Under Product Name, search by a product’s path or display name to add it to the quote. The Quantity and Price will be auto-filled based on how the product is configured in your store. These values can be overridden at the quote-level to differ from the pricing and quantity configured in your product catalog.
  3. Optionally, select a preexisting Coupon Code to apply a discount to the Quote. Coupons will be displayed on the Quote as discounted pricing.

Add Terms

In the Terms field, configure the Terms and Conditions of your Quote for the prospect to abide by.

Add Notes and Custom Tags

Optionally, add or edit the text that appears in the Notes section of the quote. The contents of this field display on the quote for the consumer to see. Each Note supports up to 5000 characters.
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  1. In the Notes field, add or edit the text.
  2. Select Copy to invoice when quote is accepted if you want the note to display on the associated invoice.
  3. In the Custom Tags field, add any Tags that you want to pass from the quote to the Order.
  4. Select Copy to invoice when quote is created to add the text to the associated invoice.
  5. After you have configured the quote, click Create Quote. You will be redirected to the Quote’s details page.

Fulfillments

Fulfillment Settings are configured at the product level. If a product does not have a fulfillment configured, no fulfillment will be sent to the customer. This may be beneficial if you would like to provide a fulfillment outside of the FastSpring App.

When a quote is accepted, prospects are prompted to pay or generate an invoice. They will either receive their fulfillment automatically after the invoice is generated, or when the payment is received; this depends on the quote’s configuration. If the quote is configured to deliver fulfillment when payment is received, you can also manually trigger fulfillment after the quote is accepted (while the order is still pending payment). See Digital Invoicing Management for more information.

Send a Quote

After you create a Quote, send it to the prospect by copying and pasting the URL.

  1. In the FastSpring App, navigate to Sales > Quotes. Click on the quote to access its details page.
  2. Under Quote Link, click Copy Link. The link is copied to your clipboard.
  3. Paste the link in an email to the prospect. If you make edits to the quote, they will automatically reflect in this link.

After the prospect accepts the Quote, they have the option to generate an invoice or pay. This moves the quote to either Pending Payment or Completed; no further changes can be made to it. If they generate an invoice, the order will appear in your Store’s Orders page under Awaiting Payment. If they pay immediately, the order will appear in your main Orders list.

Quote Settings

To customize your Quote Settings, navigate to Settings > Invoicing. From there, you can: