Quotes your client accepts in two clicks
A quote nobody answers is not a quote. So acceptance does not live in a reply email here. It lives in a link with two buttons.
- The client accepts online
- The acceptance is logged
- One click to the invoice
Enter the postcode from the address to confirm.
- 2Clicks for the client: postcode, then accept
- 0Accounts the client has to create
- 3Failed attempts, then locked for 15 minutes
- 1 clickFrom accepted quote to invoice
- 4States: draft, open, accepted, declined
How online acceptance works
A quote in Volk Accountant uses the same editor as an invoice, with a valid-until date added. It is sent by email from the app; the client receives a link, enters the postcode from their address to confirm, and can accept or decline, with no account and no sign-in. After three failed attempts the link is locked for 15 minutes. Both sides receive a confirmation by email, and the acceptance is logged. A quote has four states: draft, open, accepted and declined. One click turns an accepted quote into an invoice, carrying a reference to the quote it came from. Quotes either use their own number format or follow the one used for invoices.
How your client accepts a quote
Everything standing between the quote and the yes costs you some of them. Creating an account is not one of those things here.
- 1
The email arrives
With the quote attached as a PDF and a link. The sender is your company, with no foreign logo in the message.
- 2
Enter the postcode
The postcode from the address on the quote, as a confirmation. After three failed attempts the link locks for 15 minutes.
- 3
Accept or decline
Two buttons, no account, no sign-in. Both sides then receive a confirmation by email.
The postcode is explicitly not a password. It shows that whoever clicks knows the address on the quote, and it is the one thing a client has at hand without asking anybody.
The quote goes out the same way an invoice does, with your company as the sender: see invoice delivery.
One click turns it into the invoice
The quote is accepted, the lines are settled, the client is the same. Typing it again would be work that adds nothing.
An accepted quote becomes an invoice with one click. Carrying a reference to the quote it came from, so the two documents belong together later instead of sitting side by side in a list.
The editor is the same one used for invoices: any number of lines, a discount per line and on the whole, plus the valid-until date. How the tax treatment is proposed along the way is set out on the invoice requirements page.
Declined quotes are not deleted. What a client turned down is the more useful piece of information at the next conversation.
- Draftno number, saves as you type
- Opensent, valid-until running
- Acceptedlogged, both sides notified
- Declinedkept on file, not deleted
Line items, tax treatment and texts move across unchanged. What happens to the invoice afterwards, from the number to the PDF, is covered under invoices.
Why a reply email is not enough
The usual route is a reply email. It works until somebody asks exactly when the agreement happened, and who gave it.
Sits somewhere in an inbox
- The timestamp is the email's, not the agreement's
- Who agreed is only what the sender field says
- The state of the quote does not maintain itself
- Anyone who needs it later has to go searching
Sits on the quote itself
- The moment of acceptance is logged
- The postcode confirmation is part of the record
- The state moves to “accepted” on its own
- Both sides receive the same confirmation by email
This does not replace a signed contract, and it is not meant to. It replaces searching the inbox.
What this feature does not do
We put this in writing because it affects the decision. Finding out after you have paid means you bought the wrong tool.
- No eIDAS digital signature. The acceptance is logged, but it is not a qualified electronic signature.
- No negotiation inside the quote. The client can accept or decline, but cannot edit or comment on a line.
- The postcode is a confirmation, not a password. It shows the recipient knows the address. That is all it is meant to do.
Questions that come up before you start
What happens if the client types the wrong postcode?
After three failed attempts Volk Accountant locks the acceptance link for 15 minutes. The postcode from the address is a confirmation, not a password: it shows that the recipient knows the address on file. The client needs no account to accept.
Does an accepted quote turn into an invoice automatically?
One click converts the quote into an invoice, including a reference to the quote it came from. All line items, the tax treatment and the texts carry over, so nothing is typed twice. When that conversion happens stays your decision.
Can I send quotes in bulk?
Sending yes, online acceptance no. A bulk send carries no acceptance link, so a quote the client is meant to accept online goes out one at a time. That is a limit of the bulk send, and it is stated here before you rely on it.
Which states can a quote have?
Four: draft, open, accepted and declined. The state changes by itself as soon as the client decides through the link, and that decision is logged with its timestamp. Both sides also receive the confirmation by email.
What goes with this
Further reading
InvoicingWhat has to be on a Cyprus invoice
The mandatory fields are not in the VAT Law. They are in a regulation from 2001. Read it closely and two things that every guide claims turn out not to be required at all.
ComparisonWhich accounting software is best for Cyprus?
There is no single best one. There is one that fits your case, and the question that decides it is not the price.
Self-employedSelf-Employed in Cyprus: Contributions, Tax and Deadlines
Anyone working for themselves in Cyprus pays contributions not on what they earned, but on an amount the law assigns to their occupation. That is the rule that surprises people most.
Checked 2 October 2026