Create and send offers

In Docvivo, offers are prepared for a potential and sent to the customer as a link. The customer opens the offer from the link and can accept or reject it right there. This article follows an offer from start to finish.

Before you start

• Offer templates are prepared on the Definitions → Offer → Offer Template page. Each template has a language.
• The operations you'll add to an offer must be defined under Definitions → Operation.
• You can save the operation and price packages you use often in advance under Definitions → Offer → Fast Offer.

Preparing an offer

1. Select the record in the Potential list and click Create Offer. If the potential is missing any details, you're asked to fill them in first.
2. Check the Owning User; if you like, enter a Description, an Offer Private Description and an Offer Validity Date. The private description isn't shown to the customer.
3. Choose a template on the Offer Template tab. Templates that match the customer's language are at the top of the list; the others are under Other Offer Templates. To use a ready-made package, switch to the Fast Offer tab.
4. Click Create Offer. The offer is saved as a draft and the editing screen opens.
5. Choose the Currency, and enter the operations and their amounts in the Operation field. If you're taking a deposit, enter the Offer Deposit Amount, and add Files if needed.
6. Click Update. The offer is saved and its preview opens in a new tab.

Each offer is prepared in a single currency. When an offer is created, the potential automatically moves to your company's offer state. See Set up potential states.

Sending it to the customer

1. On the preview page or in the offer list, select the offer and click Copy. The offer's link is copied to your clipboard.
2. Send the link to the customer on WhatsApp, Instagram or by email.
3. Mark the offer as sent with the button for that on the preview page.

You can get a PDF of the offer with the Print and Download buttons on the same page.

When the customer opens the offer

• When the customer opens the link, the offer's status becomes Preview. Depending on your notification settings, the offer's owner gets a notification too.
• The customer sees the Accept Offer and Reject Offer buttons on the page. If they reject it, they choose a reason.
• Accepted offers get the Accepted status. Select the offer and use Create Appointment to book the appointments; once they're created, the offer becomes Completed.
• If you have permission, you can accept the offer on the customer's behalf with the Offer Is Accepted ? checkbox on the editing screen.

Changes and revisions

• You can change offers that are drafts, created or withdrawn with Edit and Edit Price.
• Reschedule Offer makes an accepted offer editable again.
• On a completed offer, Revise Offer opens a new version; the current offer and its appointments are deleted and created again. You can look at the earlier version with Preview Old Offer.

Frequently asked questions

What happens after the validity date passes?

The validity date appears on the offer for information. The offer doesn't close automatically when the date passes.

How is the deposit recorded?

When appointments are created from the offer, the deposit amount you entered on the offer is spread across the appointments' revenue records as collected.