A PDF preserves layout but does not guarantee completeness. Missing terms or an old offer's recipient remain wrong in a polished file. Check content and presentation together.
The client may read on a phone, forward to a colleague or print. Make the proposal understandable without its accompanying message. Identify it and explain the total's basis.
Supplier, recipient and offered work
Check relevant business and recipient details, date, reference and subject. Separate delivery site from administrative recipient when needed. Omit unnecessary personal or internal data.
“Supply and configure five workstations” identifies the job; “client quote” does not help when forwarded. Give alternatives distinct references.
Items should explain the total
Check each product or service's description, quantity, unit, unit price and amount. Describe lump-sum inclusions and client-supplied materials. Make options excluded from the total clearly distinct.
Review one-off transport or setup against quantity-dependent lines. Separating a price does not make vague wording transparent. Ask: can the client understand what this item buys?
Amounts and applicable components
Verify subtotal, discount and total against proposal data. Use tax, contribution and other settings appropriate to your business and case rather than copying examples. This guide does not define universal tax treatment.
For illustration, three €100 products and a €60 service subtotal €360. A 10% discount on all of it gives €324 before applicable components. A products-only discount produces a different commercial result and needs consistent handling.
Terms that belong in the document
Validity, timing, payment, exclusions and outstanding confirmations must be readable. Do not leave decisive conditions only in a voice message. Identify technical attachments by name, date or version.
“Delivery to be confirmed after checking availability” differs from a promised date. “Existing network available” limits configuration scope. Include relevant terms rather than filling pages with unreviewed generic clauses.
Check every page and the phone view
Open the exported file rather than just the editor. Review long descriptions, notes and the final page. Check headers, totals and terms for clipping or poor readability. Multi-line items should remain recognisable.
- Is the recipient correct?
- Does the subject identify the job?
- Does the total match the items?
- Are options distinguished?
- Are important terms present?
- Are all pages visible?
- Is this the intended version?
Filename and accompanying message
Use a reference and version without unnecessary personal data. For a revision, state which proposal it replaces and what changes. Two files both called “quote.pdf” should not leave the client guessing their order.
Send to the agreed contact and retain the shared copy. A PDF does not automatically prove reading, acceptance or payment. Track status and next step while keeping relevant communication.
What PreventivOk does
PreventivOk generates PDFs from quote data. The web version also allows applying an image of your own signature according to plan availability and permissions. This is not a qualified digital signature or the client's signature.
Content checks remain necessary. Verify latest changes before downloading or sharing, and retain sent documents before later edits. A good version archive complements PDF generation.
One more check after a small change
Even after changing only a quantity, reopen the PDF. Total, line distribution and page count can change. For edited notes, check consistency: an old sentence may still promise a removed service.
Check the actual file about to be attached too. Generating the right document does not mean selecting it in the message. With several downloads, references and versions prevent mistakes. Retain the copy actually shared to compare later requests with what the client received.
Generate a PDF from offer items and notes in PreventivOk, then review all pages before sharing. Create your next quote with PreventivOk.