Send a quote and get it accepted

A quote in Rytmia is not a document you attach to an email. It is a decision the client makes on their phone, 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, since the quote is delivered by SMS.

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

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 pick which client contact receives it. They get an SMS with a secure link to a page showing what you have offered, where they accept or decline.

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.

When the client answers

Accepted — 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.

Rejected — the client declined. 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. Revise it and send a new one.

Revising a quote

Revise quote reopens a sent quote for editing. A new draft version replaces the sent one, so the client’s old link no longer represents the current offer. Make your changes and send it again.

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, accepted or rejected, and the order activated. When someone asks in four months what the client actually agreed to, the answer is on the order rather than in somebody’s inbox.