Send a quote and get it signed

A quote in Rytmia is not a document you attach to an email. It is a decision the client makes in the client portal and signs with BankID, recorded against the order it belongs to — so when they accept, the work is already set up.

Before you send

The client needs two things, and a quote cannot go out without either:

• An identifier — organisationsnummer or personnummer.
• A contact with a phone number or email, since the quote is delivered by SMS or email.

If the client list shows Needs an org. number or No contact yet next to a name, that is what to fix first.

Private clients and RUT

When the client is private and the order includes household work, the quote also shows the RUT deduction, how it is split between the people who claim it, and what the client pays after it. Deduct RUT on quotes and invoices covers setting that up.

Create the quote

Under Quotes, choose New quote. You pick the client, the service location, and the services from a price list, and set the schedule the work will run on.

The quote starts as a draft. Nothing is binding until the client accepts or you activate the order yourself, so a half-finished quote is safe to leave and come back to.

Send it

Choose Send quote and, under Recipient, pick which client contact receives it. Only that contact can open the quote and answer it. It goes out by SMS if the contact has a phone number, otherwise by email. A contact with neither a phone number nor an email can’t receive a quote.

If the contact already has access to the client portal, they get a message saying you have sent a quote, and that they open portal.rytmia.app and log in with BankID to read and answer it. The message carries no link.

If the contact has no access yet, they are invited to the portal along with the quote. The dialog says so: Anna is invited to the portal along with the quote, and how Rytmia checks that the right person logs in. The contact then gets a message with a link to the login. It needs the same as an ordinary invitation, including a surname that matches BankID. If anything is missing, the dialog says what. See Give clients access to the portal.

The quote is valid for two weeks from when you send it. If the client has not answered with three days to go, the contact gets a reminder.

Two things happen the moment you send:

1. The quote is locked. You cannot edit it while the client is looking at it — what they see is what you sent.
2. The order is locked with it, and waits for their answer.

While it is out

The quote sits at Sent. On the Scheduling board you may notice a hint that an order with a quote out is still waiting on the client — that is this, and it means the shifts do not exist yet.

Under Quotes, the summary shows your outstanding quote value across everything currently sent.

Has the client opened it?

Under the Sent step at the top of the quote, you can see whether the client has opened it: The client opened it 25 Sep 2026, 13:31 or The client hasn’t opened it yet. It shows the first time the client opened this particular send. If you send a revised quote, it starts over.

That decides how you follow up. If the client has not looked, a reminder that the quote is waiting is often enough — and Rytmia sends one itself as the deadline gets close, see below. If they have looked but not answered, there may be questions to sort out.

The reminder

If the client has neither accepted nor declined with three days to go before the quote expires, the contact gets an SMS or email saying your quote is still waiting for an answer and when it expires. The reminder carries no link, only the address of the client portal.

The reminder goes out once per send, and only during the day — between 08:00 and 20:00 in your organization’s timezone. If the moment falls at night, it goes out in the morning. It is sent whether or not the client has opened the quote. If you send a revised quote, it starts over, and the new quote gets its own reminder.

Under the Sent step you can see when it went out: The client was reminded 24 Sep 2026, 10:00. If you call the client, you know they have already had a nudge. There is nothing to switch on — the reminder is always sent.

When the client answers

Accepted — the client signed the quote with BankID. The order activates on its own and its work shifts are generated automatically. Nothing further is needed from you; the shifts appear on the scheduling board ready to be staffed. Whoever created the order gets a notification that the quote was accepted. Under Acceptance on the order it says Signed with BankID, with who signed and when.

Rejected — the client declined. That needs no signature. When declining, the client can say why, and if they do, the reason appears under the Sent step: The client wrote: “Too expensive for us this year”. The reason belongs to that send and does not carry over to a revised quote. You have two ways forward: revise the quote and send a new one, or activate the order anyway if you have since agreed something over the phone.

Expired — the quote ran out before the client answered. The step also shows whether the client ever opened it and whether they were reminded. Revise it and send a new one.

How the client signs

In the client portal, the client chooses Accept quote and signs with BankID. Under What you are signing, the client sees exactly what the signature covers, and the BankID app shows the same text:

• which quote it is, from whom and to whom
• the version and when it was sent
• the price, and for a private client with RUT, what the client pays after the deduction
• attachments and terms.

The signature applies to that version only. If the quote was revised, withdrawn or expired while the client was in the BankID app, the signature isn’t used, and the client sees The quote has changed. The same goes if someone other than the recipient signs: the signature isn’t used.

Once the quote is signed, the portal shows Signed with BankID by … with the name and date.

Download as PDF

Every quote can be downloaded as a PDF with Download as PDF. On the web, it is in the order’s … menu and next to each sent version in the order’s history. The client has the same button in the client portal.

The PDF shows whether the quote was signed with BankID, and by whom. No personnummer appears in it.

When the client can’t sign in Rytmia

If the client has no BankID, or doesn’t want to use the client portal, send them the quote as a PDF the way you usually would. When the client says yes on the phone or on paper, choose Record acceptance on the order while the quote is waiting for an answer. It helps to note how the acceptance came, for example accepted by phone.

The order activates and its shifts are created just as when the client signs. The acceptance shows as Accepted outside Rytmia with who recorded it, never as signed with BankID.

Revising a quote

Revise quote reopens a sent quote for editing. A new draft version replaces the sent one, and the client sees in the portal that the quote has been replaced. Make your changes and send it again, and the client gets a new message.

Use this rather than creating a second quote for the same job — the history stays on one order, and you can see that the quote was sent, revised, and sent again.

Skipping the quote entirely

Plenty of work is agreed on the phone before anything is typed. In that case, create the order and Activate it directly. The order confirms and schedules its first work shift immediately.

The order then shows that the quote was never sent and it was activated directly — an honest record rather than a gap.

What is recorded

Every step lands in the order’s history: quote sent, revised, signed with BankID or accepted outside Rytmia, rejected, and the order activated. Whether and when the client opened the quote, when they were reminded, and what they wrote when declining are shown on the quote itself. When someone asks in four months what the client actually agreed to, the answer is on the order rather than in somebody’s inbox.