Sales Rep Guide
Everything you need to work quotes from start to finish.
All quote management happens in the Shopify back office. Log in here to get started:
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What the Customer Sees The Quote Flow (Start to Finish) Step 1: Find the Quote Step 2: Claim It Step 3: Review It Step 4: Set Pricing & Add Tags Step 5: Send the Invoice Step 6: Collect Payment Tag Cheat Sheet Handling Revisions Quote Status Explained Common QuestionsWhat the Customer Sees
Here's what the customer goes through before you ever see the quote. Understanding their experience helps you know what they expect.
1. They browse products and click "Request Quote"
On any product page, there's an "Request Quote" button right below "Add to Cart." The customer clicks it to save items to their quote list.
2. They review their items in the quote drawer
A slide-out panel shows everything they've added — products, quantities, images. They can adjust quantities or remove items here.
3. They fill out the submission form
When they click "Submit Quote Request," they're taken to a form where they enter:
- Name, email, phone
- Address (optional)
- Are they residential or commercial?
- Organization name (if commercial)
- Timeline (how soon they need it)
- Notes or questions
- File attachments (floor plans, photos, etc.)
4. They get a confirmation email
Right after submitting, the customer gets an email confirming we received their request. It lists their items and tells them what to expect (a rep will reach out within 1 business day).
5. They can check their status anytime
The customer can visit blueskyfitsupply.com/pages/quote-status, enter their quote number and email, and see where things stand.
That's the customer side. Now here's what happens on your end ↓
The Quote Flow (Start to Finish)
Here's the full journey of a quote from the moment a customer submits it to getting paid. Hover over each step for more detail.
rep: JW), and review what the customer is asking for.
Step 1: Find the Quote
When a new quote comes in, you'll get a notification email with all the details and a link straight to the draft order. That's the fastest way.
If you need to find it manually:
Log in to Shopify at blueskyfitsupply.myshopify.com/admin
On the left menu bar, click "Orders"
Click the "Drafts" tab at the top of the page
Look for orders tagged with rfq — these are quote requests from the website. Each one has a reference number like QUOTE-1025-A.
rep: tag yet. If you see one without it, it's up for grabs.
Step 2: Claim It
To put your name on a quote, you just add one tag.
Open the draft order by clicking on it
Scroll down to the "Tags" section on the right side of the page
Type your rep tag and press Enter:
Your initials go after "rep:" — for example, rep: JW
This automatically fills in your name, phone, and email on the quote PDF. Here are the current rep codes:
| Type This Tag | Name on PDF | Phone on PDF | Email on PDF |
|---|---|---|---|
rep: JW | John Warner | (303) 264-9496 | john@blueskyfitsupply.com |
rep: RW | Ryan Walker | (720) 515-3585 | ryan@blueskyfitsupply.com |
rep: AB | Solutions Team | (816) 728-2552 | solutions@blueskyfitsupply.com |
rep:jw and rep: JW both work the same.
Step 3: Review It
Everything the customer submitted is right there on the draft order. Here's where to find it:
Line Items — the products they want, with quantities. These are listed at the top of the draft order. Click any product name to see it in the store.
Customer Info — their name, email, phone, and address are in the "Customer" section on the right side of the page.
Notes & Details — scroll down to the "Notes" section. You'll find their message, timeline, customer type (residential/commercial), organization name, and zip code.
File Attachments — if the customer uploaded any files (floor plans, photos, etc.), the download links are in the Notes section. Click them to open/download.
Step 4: Set Pricing & Add Tags
Now it's time to build out the quote. You can change anything on the draft order just like a regular order.
Editing the order:
- Change a price — click on a line item's price to type a new one
- Add a product — click the "Add product" button and search for it
- Remove a product — click the trash icon or "X" next to the item
- Add a discount — use the discount field for a percentage or dollar amount off
- Add shipping/freight — click "Add shipping or delivery" and enter a custom amount
Adding tags for the PDF:
Before you send the quote, add these tags so the PDF looks complete. Type them in the same "Tags" box where you added your rep tag:
| Type This | What It Does | Example |
|---|---|---|
leadtime: ___ | Shows the lead time on the PDF | leadtime: 2-4 Weeks |
terms: ___ | Shows payment terms on the PDF | terms: Net 30 |
expires: ___ | Sets an expiration date for the quote | expires: 2026-04-15 |
leadtime: or terms:, the PDF will just say "TBD" in those spots. Always add them before sending so the quote looks professional.
Step 5: Send the Invoice
Once everything looks good — pricing is set, tags are added — it's time to send it to the customer.
Click the "Send invoice" button at the top of the draft order page
Review the email — Shopify shows you a preview. You can add a custom message if you want.
Click "Send"
The customer gets an email with a checkout link to pay online. They can also go to their quote status page on the website and download a branded PDF of the full quote.
What's on the PDF (generated automatically):
- Company logo and header
- Your name, phone, and email (from your
rep:tag) - All line items with quantities, MSRP, and your pricing
- Discount breakdown showing how much they're saving
- Lead time, terms, and expiration date
- Totals (subtotal, shipping, tax, grand total)
- Signature/approval section
- Ordering instructions and terms & conditions
Step 6: Collect Payment
The customer can pay however is easiest for them:
- Online — they click the checkout link in the invoice email and pay with a credit card. You don't have to do anything.
- Check / ACH / Wire / Zelle — the customer pays you directly. Once you've received the money, you need to mark the order as paid:
Open the draft order
Click "Collect payment" (or "Mark as paid" depending on what you see)
Choose the payment method and confirm
Tag Cheat Sheet
Here's every tag the system understands. Type these in the "Tags" box on the draft order. You can add multiple tags — just press Enter after each one.
| Tag | What It Does | When to Add It |
|---|---|---|
rep: JW | Puts your name, phone, and email on the PDF | Right away when you claim it |
leadtime: 2-4 Weeks | Shows lead time on the PDF | Before sending the invoice |
terms: Net 30 | Shows payment terms on the PDF | Before sending the invoice |
expires: 2026-04-15 | Sets an expiration date (use YYYY-MM-DD) | Optional — only if the quote has a deadline |
Override tags (you probably won't need these):
If you ever need to change just your name, phone, or email for one specific quote without changing the lookup table, you can use these:
| Tag | What It Does |
|---|---|
name: Jane Doe | Overrides the name from your rep: tag |
phone: 555-123-4567 | Overrides the phone from your rep: tag |
email: jane@company.com | Overrides the email from your rep: tag |
Handling Revisions
Sometimes a customer will go back to the website, change their items, and submit again. When this happens:
- A brand new draft order is created with the updated items
- The quote number stays the same but the letter changes:
QUOTE-1025-AbecomesQUOTE-1025-B, then-C, etc. - The notification email will say "Updated Quote Request" with a yellow banner
- New items the customer added will be marked NEW ADDITION
-A) still exists. You can leave it, mark it complete, or add a note like "Replaced by QUOTE-1025-B." The customer's status page will show the latest version.
Quote Status Explained
The customer can check their quote status on the website at any time. Here's what each status means and what triggers it:
| Customer Sees | What It Means | What Triggers It |
|---|---|---|
| Submitted | We got their request | They just submitted — draft order exists but no invoice sent yet |
| Quote Sent | We sent them pricing | You clicked "Send invoice" on the draft order |
| Accepted | They paid | The draft order was completed (paid online or marked as paid) |
| Expired | Quote is no longer valid | The date in your expires: tag has passed |
Common Questions
In the draft order's Notes section (scroll down on the draft order page). File links are listed there — click any link to download/open the file.
Yes. On the draft order, click "Add product" at the top and search for any product in the store. You can also change quantities or remove items.
Everything still works. The PDF will just show "Sales Team" as the rep name, the main company phone/email, and "TBD" for lead time and terms. It's better to fill them in so the quote looks polished.
No. The customer's status page only shows what they originally submitted until you click "Send invoice." Your pricing changes are private until you send.
Ask Ryan or the site admin. They'll add your initials, name, phone, and email to the backend lookup table. Takes about 2 minutes.
Yes. Add override tags like name: Different Name or phone: 555-000-0000. These override whatever your rep: tag would normally fill in, but only on that one draft order.
