When a quote is accepted

There are two ways a quote can be marked accepted, and Solar Desk treats them as two different things on purpose.

Who	Where	Where the lead goes	What it counts towards
The homeowner	Their own account	Accepted	Pipeline value
An admin at your company	The Quotes panel on the lead	Bought	Confirmed value

Why they are different

A customer pressing a button online has had no survey, no deposit and no contract. They are keen, which is genuinely useful to know, and it is not a sale.

If both routes landed in the same place, your confirmed total would fill up with money nobody has committed, and the one number on the dashboard that is supposed to mean “won” would stop meaning anything. So the customer’s yes moves the lead to Accepted, which is still open pipeline, and only a person at your company can move it to Bought.

Put the other way round: Accepted is the customer’s word, Bought is yours.

A customer accepting online

Only one version is ever acceptable at a time: the newest one you have sent, provided it has not expired and nothing has been accepted already. Every older version reads “Superseded” in their account, with no button.

They press Accept this quote, and are shown a confirmation before anything happens, worded:

I would like to go ahead with this quotation from your company. I understand this is not a contract: your company will confirm the details and arrange a survey before any work is agreed.

with Yes, go ahead and Not yet. The exact wording they were shown and the total they were looking at are stored with the acceptance, along with the time, so nobody has to reconstruct later what was on screen.

Then three things happen at once: the version is stamped Accepted by the customer with the date, on their side and yours; the lead moves to Accepted; and the move is written into the lead’s History.

You are not emailed about it. The signal is the lead changing status and the version changing state, so this is a thing to notice on the quote list rather than a thing that lands in your inbox.

They have to have confirmed their email

A homeowner who created their account from the calculator and has never used a sign-in link can see their own estimate, but cannot accept a quote. They are told “Confirm your email address first” and offered a new link. This stops somebody accepting a quotation on an address they have not proved is theirs.

Recording a sale yourself

On a sent version that has not been accepted, admins see an Accepted control beside the PDF link. Press it and the version is stamped Accepted with today’s date, and the lead moves to Bought.

Use it when the sale is real by your own standards: signed, deposit taken, survey booked, whatever your rule is. Nothing in the software checks, so the figure in Confirmed value is worth exactly as much as your team’s discipline about pressing this button.

This one is admin only. A rep pressing it gets:

Only an admin can record an acceptance.

That is the single narrowest permission in the product, and it is narrow because recording a sale is the only action a rep can take that changes a headline number. Everything else a rep does moves a lead around inside the pipeline. See admins and reps.

What if the customer accepted first?

Then the version already says Accepted by the customer and the control is gone: a version can only be accepted once. To move the lead from Accepted to Bought, change the status yourself on the lead or from the quote list. It is an ordinary status change like any other.

The same is true in reverse. If you record the sale and the customer then goes looking for the button, they will not find one, because the quote is already accepted. Nothing breaks and nobody is shown an error; the state simply reflects what has already happened.

The messages you might see

Message	What it means
“Only an admin can record an acceptance.”	You are signed in as a rep. Ask an admin.
“This quote is no longer open for acceptance.”	Shown to the customer. It has expired, or another version has superseded it, or something is already accepted.
“This quote has been updated. Reload to see the current version.”	Shown to the customer when you sent a new version while they had the old page open.
“Confirm your email address first”	Shown to a customer who has never used a sign-in link.

What acceptance does not do

It does not send anything, to anybody. It does not generate an order, an invoice or a contract. It does not tell your accounting system. It records that a price was agreed, moves the lead, and leaves the actual selling to you.