What happens when a customer accepts a quote

Whether a quote came from your instant-quote widget, your website, or one you built and sent yourself, acceptance works the same way. Here's exactly what your customer sees, and what happens on your side the moment they click Accept.

The customer's experience

1. Every quote email includes a link to the quote's own page — a branded, mobile-friendly view of the full breakdown (packages, line items, total, and deposit if one applies).
2. The customer reviews the quote, agrees to your terms (if you've set any), and clicks Accept.
3. If a deposit is required and you've connected Stripe or Square, they're taken straight to a secure payment page to pay it — no account or login needed.
4. If no payment is due right now, they see a confirmation screen: "Quote accepted — you're all confirmed." You'll invoice them when the time comes.
5. A customer can also Decline a quote from the same page — you're notified either way.

What happens on your side

• You're notified immediately by email that the quote was accepted (and, separately, if a deposit payment succeeds).
• A deposit invoice is created and emailed automatically if you've set your quote up to send one on acceptance — the customer doesn't have to ask for it.
• The linked event's pipeline stage advances — so a glance at your pipeline board tells you which enquiries have actually converted, without you touching anything.
• The event is now a confirmed booking on your calendar, with the deposit (or full payment) reflected against it.

Where to check it worked

• Pipeline (Events → Pipeline view) — the card should have moved out of "quote sent."
• Invoices (Money → Invoices) — a new deposit or full invoice should appear, already sent.
• The event itself — open it to see the accepted quote, the invoice, and any payment recorded.

If a deposit payment fails

The customer sees a clear error and can retry — nothing is lost. The quote stays accepted; only the payment step needs another attempt. You can also record a manual payment yourself (bank transfer, cash) from the invoice if the customer pays you outside CaterCloud.

Testing this yourself

If you want to see this flow end to end before a real customer does, run a test through your own instant-quote widget from your /today dashboard's launchpad ("Test your instant quote") — it walks you through submitting a test enquiry and shows you exactly where everything lands, labelled TEST so it's never confused with a real booking.