# Quote Builder

Blueprint BP-003 · Department: Sales · Replaces: PandaDoc (quotes and proposals), Proposify, Qwilr
For teams of 1 to 20 people.

> How to use this file: paste this whole document into your AI builder (Claude, ChatGPT, Cursor, Lovable, Replit, Type) as context. Then send the build prompts in section 15 one at a time. Do not move to the next phase until the acceptance checks for the current phase pass.

---

## 1. The problem

"Writing a custom quote takes an hour, every single time."

A rep copies last month's quote in a doc, retypes the client's details, looks up prices in a spreadsheet, does the discount math by hand and exports a PDF. Nobody knows which version the client has, whether that 25% discount was ever approved, or whether the quote was opened at all. When the client says yes in an email, someone has to turn the quote into an invoice by retyping it again.

## 2. What the real product does

Research basis: PandaDoc pricing and help center (pandadoc.com/pricing, support.pandadoc.com articles 9714665 "Auto expirations", 9714706 "Pricing table. Discounts and taxes", 9714799 "Approval workflow", 9714822 "Review document analytics", pandadoc.com/features/quote/pricing-table, pandadoc.com/features/quote/product-catalog, pandadoc.com/quoting-software), Proposify (proposify.com/pricing, proposify.com/quoting-software) and Qwilr (qwilr.com/pricing, help.qwilr.com/article/175-getting-documents-accepted), October 2026.

What these tools do for quoting:

1. **Product catalog.** One price list (name, description, unit, price, SKU) that reps pull line items from, so prices stay consistent. PandaDoc calls it the single source of truth for prices; Proposify includes a product catalog and content library from its Build plan ($49 per user per month, monthly billing).
2. **Pricing table.** Line items with quantity, unit price, a line discount and a total discount (percent or flat), and tax. In PandaDoc the total discount applies to the subtotal after line discounts, and total tax applies to the subtotal.
3. **Templates and bundles.** Reusable templates and product bundles so a common package is one click. PandaDoc Starter ($19 per seat per month) allows up to 5 templates; Business ($49) allows unlimited.
4. **Approval workflows.** Proposify (Grow plan, $325 per month for 5 seats) lets you "add conditions that when met require certain roles to get approval before sending to a buyer. Conditions include price total, discount percentage, and line item discount percentage." PandaDoc routes a document to an approver only when a condition is met (document value, line item discount, total discount), with Approve or Reject plus a comment; a rejected document must be edited and resubmitted. In PandaDoc only Admins and Managers can approve.
5. **Tracking.** The rep is told when the client opens the quote. PandaDoc shows times viewed and last view per recipient (Business and Enterprise plans).
6. **Expiry.** PandaDoc expires documents automatically (60 days by default; Business plans can change it), counts from the moment of sending, can warn the signer 1 day before, shows a countdown when under 5 days, and lets you extend the expiration. Once expired, the client can no longer open it.
7. **Client acceptance.** Qwilr's Accept block can be a single click with no e-signature: the client fills in their name (and email), clicks Accept, and sees a confirmation. Once accepted, a Qwilr page cannot be reversed, deleted or edited; you clone it to make a new version.
8. **After acceptance.** Proposify converts accepted quotes into contracts; PandaDoc and Qwilr can collect payment.

### What this blueprint keeps

Clients with terms, a price list, quotes with line items (quantity, unit price, line discount), a quote-level discount, tax and live totals, sequential quote numbers, templates (bundles), a manager approval rule for discounts over a threshold, statuses from draft to accepted, declined or expired, a valid-until date with automatic expiry and a reminder the day before, a client page with Accept (typed name and time) and Decline, a printable view, duplicate, and an invoice summary created from an accepted quote.

### What this blueprint deliberately leaves out

Drag-and-drop document designer, rich media, legally binding e-signatures with signing certificates, collecting payment, CRM sync, recurring and volume pricing, multiple currencies, optional items the client can tick, multiple signers, page-level view analytics. These matter for large sales teams or regulated contracts. A team of 1 to 20 people that sends a few quotes a week does not need them in v1. Section 16 lists the most useful ones as variations.

## 3. Scope of v1

- One company (the seller), one currency (USD, set once). Amounts are integer cents.
- Two internal roles (sales rep, manager). Clients have no account; they use a private link.
- One approval rule: total discount over a threshold percent needs one manager's approval.
- Web app that works on a phone. The client page and the print view must look good on paper and on a phone.

## 4. Roles

| Role | Who | Can do |
|---|---|---|
| Sales rep | Anyone who sells | Create quotes. Edit, request approval, send, extend, take back to draft and invoice their own quotes. View and duplicate any quote. Create and edit clients. View the price list, templates and settings. |
| Manager | Sales lead, finance lead | Everything a rep can do, on any quote. Approve or reject discount approvals on quotes they do not own and did not submit. Manage the price list, templates and settings. |
| Client | The buyer, outside the company | Open the quote link, accept by typing their name, or decline with an optional reason. No sign-in. |

Everyone inside the company sees all quotes (it is a small team and deals get handed over). Only the actions above are restricted, and they are checked on the server.

## 5. Data model

All timestamps are UTC. Dates without a time (valid_until, issued_on, due_on) are `YYYY-MM-DD`. All IDs are strings. Percentages are stored as integer basis points: 1% = 100, 15% = 1500, 7.5% = 750.

**Person**
- id, name (required), email (required, unique)
- role: rep | manager
- active (boolean)

**Settings** (one row)
- company_name, company_address, company_email (shown on quotes and invoices)
- approval_threshold_bp (integer 0 to 10000, default 1500)
- validity_days (integer 1 to 365, default 30)
- default_tax_rate_bp (integer 0 to 2500, default 800; used for new clients)
- default_payment_terms_days (one of 0, 15, 30, 45, 60; default 30)
- next_quote_number (integer, starts at 1001), next_invoice_number (integer, starts at 2001)

**Client**
- id, name (required, unique ignoring case, max 80)
- contact_name (required), contact_email (required, valid email)
- address (optional, max 200)
- payment_terms_days (0, 15, 30, 45 or 60; 0 shows as "Due on receipt", others as "Net 30")
- tax_rate_bp (0 to 2500)
- created_at

**Product** (the price list)
- id, sku (required, unique, 2 to 20 characters), name (required, max 80), description (optional, max 200)
- unit (required, e.g. "per seat / year", "each", "per hour")
- unit_price_cents (integer, 0 to 100,000,000)
- active (boolean; archived products cannot be added to quotes)

**Template** (a bundle of price-list items)
- id, name (required, unique), description (optional)
- lines: list of { product_id, qty, discount_bp }
- created_by, updated_at

**Quote**
- id, number (integer, sequential, shown as Q-1042)
- owner_id (references Person), client_id (references Client)
- title (optional, max 80; lists show the client name when empty)
- status: draft | pending_approval | approved | sent | viewed | accepted | declined | expired
- valid_until (date)
- tax_rate_bp (copied from the client at creation, editable in draft)
- quote_discount_bp (0 to 10000)
- payment_terms_days (copied from the client at creation)
- notes (optional, shown to the client, max 2000)
- list_cents, discount_cents, tax_cents, total_cents (computed by section 6 on every save; stored so lists do not recompute)
- public_token (nullable; a random string of at least 24 characters, set on send, cleared on back to draft)
- sent_at, first_viewed_at, last_viewed_at (nullable timestamps), view_count (integer)
- accepted_at, accepted_by_name, declined_at, decline_reason, expired_at (nullable)
- expiry_reminder_for (nullable date; the valid_until a reminder was already sent for)
- duplicated_from_id (nullable), invoice_id (nullable)
- created_at, updated_at

**QuoteLine**
- id, quote_id, position (1, 2, 3 ...)
- product_id (nullable; null means a custom line)
- name, description, unit (copied from the product when added)
- unit_price_cents (copied from the product when added; typed for custom lines)
- qty (decimal with at most 2 places, more than 0, at most 100,000)
- discount_bp (0 to 10000)

**Approval**
- id, quote_id, requested_by, requested_at
- discount_bp, total_cents (the numbers the manager approved)
- status: pending | approved | rejected | cancelled
- decided_by, decided_at, comment (nullable)

**Invoice** (summary handed to accounting)
- id, number (integer, sequential, shown as INV-2001), quote_id (unique), client_id
- issued_on, due_on (dates)
- bill_to (copied: client name, contact name, email, address)
- lines (copied from the quote), list_cents, discount_cents, tax_cents, total_cents (copied, never recomputed)
- created_by, created_at

**Event** (activity log; append-only)
- id, quote_id, actor_kind: person | client | system, actor_id (nullable)
- type: created | edited | approval_requested | approved | rejected | approval_cancelled | sent | viewed | accepted | declined | expired | extended | withdrawn | duplicated | invoiced | reminder_sent
- data (JSON, nullable), created_at

**Notification** (outbox)
- id, person_id (nullable) or email (nullable), channel: in_app | email
- kind, quote_id, text, created_at, sent_at, error

## 6. Pricing math

Compute totals in this order. Round to the nearest cent at each step, halves round up. Never round percentages; compare them with integers.

1. **Line gross** = unit_price_cents × qty.
2. **Line discount** = line gross × discount_bp / 10000.
3. **Line net** = line gross minus line discount.
4. **List subtotal** (list_cents) = sum of line gross. **Lines subtotal** = sum of line net.
5. **Quote discount** = lines subtotal × quote_discount_bp / 10000. The quote discount applies after line discounts, as in PandaDoc.
6. **Taxable amount** = lines subtotal minus quote discount.
7. **Tax** = taxable amount × tax_rate_bp / 10000.
8. **Total** = taxable amount plus tax.
9. **Total discount** (discount_cents) = sum of line discounts plus quote discount. **Total discount percent** = total discount / list subtotal (0 when the list subtotal is 0). Show it with one decimal ("10.6%").
10. **Needs approval** when total discount × 10000 > approval_threshold_bp × list subtotal. Strictly greater: exactly 15.0% does not need approval.

### Worked examples (seed data, threshold 15%)

| Quote | Lines | List | Discounts | Tax | Total | Approval |
|---|---|---|---|---|---|---|
| Q-1042 Kestrel Schools (Growth package, 0% tax) | Team seat × 25 at $150; Onboarding package $2,400; Data migration $1,200; Training session × 2 at $400 | $8,150 | $0 | $0 | $8,150 | No |
| Q-1039 Acme Logistics (8% tax) | Team seat × 40 at $150, 10% off ($600); Onboarding package $2,400; Premium support $1,800; quote discount 5% of $9,600 = $480 | $10,200 | $1,080 (10.6%) | 8% of $9,120 = $729.60 | $9,849.60 | No |
| Q-1040 Ridgeway Partners (8% tax) | Team seat × 100 at $150, 20% off ($3,000); Onboarding package $2,400 | $17,400 | $3,000 (17.2%) | 8% of $14,400 = $1,152 | $15,552 | Yes |
| Boundary | Team seat × 20, 15% off | $3,000 | $450 (15.0%) | | | No (not over) |
| Boundary | Team seat × 20, 15.5% off | $3,000 | $465 (15.5%) | | | Yes |
| Rounding | Integration work × 1.5 hours at $175, 7.5% off | $262.50 | $19.6875 rounds to $19.69 | | net $242.81 | |

## 7. Lifecycle

### Quote status transitions

| Action | Who | From | To | Side effects |
|---|---|---|---|---|
| Create | Rep or manager | (none) | draft | Next quote number; valid_until = today + validity_days; tax and terms copied from the client; event `created` |
| Edit | Owner or manager | draft | draft | Totals recomputed; event `edited` |
| Request approval | Owner or manager | draft, only when it needs approval | pending_approval | Approval row (pending) with discount and total; notify every active manager except the owner and requester; event `approval_requested` |
| Approve | Manager who is not the owner or requester | pending_approval | approved | Approval approved; notify owner; event `approved` |
| Reject | Manager who is not the owner or requester | pending_approval | draft | Comment required; approval rejected; notify owner with the comment; event `rejected` |
| Send | Owner or manager | draft (no approval needed) or approved | sent | New public_token; sent_at; email the client contact the link; event `sent` |
| Client opens link | Client | sent, viewed | viewed | view_count + 1, last_viewed_at; on the first view also first_viewed_at, notify owner, event `viewed` |
| Accept | Client | sent, viewed (not past valid_until) | accepted | accepted_by_name, accepted_at; notify owner; email the client a confirmation; event `accepted` |
| Decline | Client | sent, viewed | declined | decline_reason (optional), declined_at; notify owner; event `declined` |
| Expire | Daily job, or the client opening an out-of-date link | sent, viewed | expired | expired_at; notify owner; event `expired` |
| Extend | Owner or manager | approved, sent, viewed | same | New valid_until; expiry_reminder_for cleared; event `extended`. The approval stays valid |
| Back to draft | Owner or manager | pending_approval, approved, sent, viewed | draft | Pending approval cancelled or approval cleared; public_token cleared so the old link stops working; view tracking reset; event `withdrawn` (or `approval_cancelled`) |
| Duplicate | Rep or manager | any | new draft | New number, owner = the person duplicating, same client and lines (same prices and discounts), fresh valid_until; events `duplicated` on both |
| Create invoice | Owner or manager | accepted, no invoice yet | accepted | Invoice with the next invoice number; event `invoiced` |

**Final states:** accepted, declined, expired. Nothing changes a quote in a final state except creating its invoice (accepted only). To quote again, duplicate it.

## 8. Business rules

- **R1.** Money is integer cents and percentages are integer basis points. Display amounts with thousands separators and two decimals only when cents are non-zero ($2,400 / $2,400.50).
- **R2.** Totals follow section 6 exactly, in that order, with rounding at each step. The server recomputes on save; it never trusts totals sent by the browser.
- **R3.** A price-list line keeps the price the product had when the line was added. Nobody can change that unit price on the quote. To sell for less, use a line or quote discount, so the approval rule sees it. Custom lines have a typed unit price of $0 or more.
- **R4.** A quote whose total discount is over the threshold (section 6, step 10) cannot be sent until a manager approves it. The check uses the threshold in Settings at the moment of sending or requesting approval.
- **R5.** A manager cannot approve or reject a quote they own or submitted for approval. Reject needs a comment of at least 3 characters.
- **R6.** An approval covers the quote exactly as approved. The quote is locked while awaiting approval and while approved. Back to draft cancels or clears the approval. Changing only the valid-until date (Extend) keeps it.
- **R7.** Quote numbers and invoice numbers are sequential, assigned at creation, never reused and never changed. Quotes are never deleted, so there are no gaps.
- **R8.** Only the quote's owner or a manager can edit, request approval, send, extend, take back to draft or invoice it. Anyone inside the company can view and duplicate any quote.
- **R9.** Editing is only possible in draft. A quote needs a client and at least one line to request approval or send. At most 50 lines.
- **R10.** valid_until must be today or later and at most 365 days ahead when saving, sending or extending. An extension must be later than the current date. A quote is valid through the end of its valid_until day (company time zone; UTC in v1) and expired from the next day.
- **R11.** Accepting needs the client's typed full name (2 to 100 characters, at least one letter) and the "I accept" box ticked. It records the name and the time. It is refused once today is after valid_until, even if the daily job has not run yet.
- **R12.** Views are counted only from the client link, only while the quote is sent or viewed. Opening the quote inside the app never counts as a view.
- **R13.** One invoice per accepted quote. The invoice copies the lines and totals exactly (no recalculation, even if prices changed since). due_on = issued_on + the quote's payment terms days.
- **R14.** Every action writes exactly one event. Events are never edited or deleted.
- **R15.** Changing the price list, a client's tax rate or terms, or Settings never changes existing quotes. Archiving a product removes it from pickers only.
- **R16.** Templates contain only price-list items. Applying a template adds its lines at today's prices, after any existing lines. Items that have since been archived are skipped with a message ("Skipped 1 archived item: Legacy setup fee").

## 9. Screens

1. **Quotes** (home). Four tiles: Open quotes (sent and viewed: count and total), Awaiting approval (count), Accepted in the last 30 days (count and total), Win rate over 90 days (accepted divided by accepted + declined + expired, by the date they reached that state). Below: "Updates for you" (latest in-app notifications). Then the quote list with filter tabs All, Draft, Approval (pending_approval and approved), Open (sent and viewed), Accepted, Closed (declined and expired), and a "Mine only" toggle. Columns: number, title, client, owner, total, status badge, valid until with a countdown ("Expires in 2 days", "Expires today") for open quotes. Button: New quote.
2. **New quote.** The editor (screen 3) with no number yet. Pick the client first (required); start blank or from a template ("Use template" on the Templates screen opens it prefilled). The quote number is assigned on the first save.
3. **Quote editor.** Client, title, valid until, tax rate, quote discount, notes for the client. Line table: item (name, unit), qty, unit price (plain text for price-list lines, an input for custom lines), discount %, line total, move up/down, remove. Add item (picker over active products), Add custom line, Apply template. A totals panel updates as you type: list price, line discounts, quote discount, tax (rate), total, and "10.6% total discount (limit 15%)". When over the limit, a warning says a manager must approve before sending. Inline errors per field; Save does nothing until they are fixed.
4. **Quote page** (internal). Left: the quote as the client will see it. Right: status, owner, valid until, views ("Viewed 3 times, last Oct 12, 2:15 PM"), the client link with Copy, and the actions the viewer may take (Edit, Request approval, Approve / Reject with comment box, Send, Extend, Back to draft, Duplicate, Print, Create invoice, Save as template for managers). Approval box when awaiting approval or after a rejection (who, when, comment). Activity log (collapsed).
5. **Client page** (`/q/<token>`, no sign-in, not indexed). Company name and address, quote number, client, valid until, lines, totals, notes. Accept form (full name, "I accept this quote" box, Accept button) and Decline (optional reason). After a decision: "Accepted by Mark Bell on Oct 13, 2026, 2:15 PM" or "Declined". Expired: "This quote expired on Oct 20. Contact Jo Park at jo@northwind.example for an updated quote." An unknown or withdrawn token: "This quote link is no longer valid." Print button.
6. **Print view.** The quote page and client page print only the document: no navigation, buttons or side panel; one column; lines never cut in half across pages. Use the browser's print dialog (Save as PDF).
7. **Approvals** (managers). Quotes awaiting approval, oldest first: number, client, rep, total, total discount %, waiting time. Approve from the row; Reject on the quote page (it needs a comment). A manager's own requests show "Waiting on another manager" with no buttons.
8. **Clients.** List with contact, terms, tax, open quotes and accepted total. Add and edit. Client page shows its quotes.
9. **Price list.** SKU, name, unit, price, active. Managers add, edit and archive or restore; reps see it read-only.
10. **Templates.** Each template with its lines and list total, and "Use template". Managers create, edit and delete templates, and can save any quote's price-list lines as a template.
11. **Invoices.** List (number, quote, client, issued, due, total) and an invoice summary page with Print and Download CSV.
12. **Settings.** Company details, approval threshold, default validity, default tax rate, default terms. Managers edit; reps see read-only.

## 10. Notifications

| Trigger | Recipient | Channel | Content |
|---|---|---|---|
| Approval requested | Every active manager except the owner and requester | in-app, email | "Q-1040 for Ridgeway Partners ($15,552, 17.2% discount) needs your approval." |
| Approved / rejected | Owner | in-app, email | Who decided, and the comment |
| Quote sent | Client contact | email | "Jo Park from Northwind sent you quote Q-1042 ($8,150), valid until Nov 10." Link to the client page |
| First view | Owner | in-app | "Kestrel Schools opened Q-1042." (the link has no sign-in, so name the client, not a person) |
| Accepted | Owner; client contact | in-app; email | "Mark Bell accepted Q-1042 ($8,150)." The client gets a confirmation with the quote details |
| Declined | Owner | in-app, email | With the reason |
| Expires tomorrow | Owner; client contact | in-app; email | "Q-1041 for Bluebird Health expires tomorrow." |
| Expired | Owner | in-app | "Q-1041 expired without a decision." |

Write every notification to the outbox first, then send. A failed email keeps its error and is retried by the next job run. A notification failure must never block the action.

## 11. Client link and email

- The link is `https://<your-app>/q/<public_token>`. Generate the token with a cryptographically secure random generator (at least 24 characters, URL-safe). Never put the quote number or ID in the URL.
- The page needs no sign-in. Add `<meta name="robots" content="noindex">` and do not list these pages anywhere.
- Look up the quote by token only. If no quote has that token (wrong, or taken back to draft), show "This quote link is no longer valid."
- Opening the page runs the expiry check for that quote first (R10), then counts the view (R12).
- Accept and Decline are POST requests that re-check the status and date on the server inside one transaction, so a double click or two people clicking cannot accept twice.
- Email can use any provider. If none is configured, write the email to the outbox and log it instead of sending.

## 12. Scheduled job and time

Run once a day shortly after midnight (on Vercel, a cron hitting `/api/cron/daily` protected by a `CRON_SECRET` header). Make it accept a "now" override in development so expiry can be tested without waiting.

- **Expire.** Every sent or viewed quote whose valid_until is before today becomes expired, with an event and an owner notification.
- **Remind.** Every sent or viewed quote whose valid_until is tomorrow, and whose expiry_reminder_for is not already that date, gets the "expires tomorrow" notifications; set expiry_reminder_for = valid_until so it is sent once. Extending clears it, so a new date gets its own reminder.
- **Retry** unsent emails.

The quote list shows "Expires in N days" for open quotes, "Expires today" on the last day, and highlights quotes with 3 days or fewer left.

## 13. Edge cases

- The price of a product changes after it was quoted: existing quotes keep the old price (R3, R15). Duplicating copies the quote's prices, not today's; applying a template uses today's.
- A product is archived: existing quotes and invoices are unchanged; it disappears from pickers; templates skip it (R16).
- A client edits nothing but asks for a change after the quote was sent: Back to draft, edit, send again. The old link stops working; the client gets a new one.
- The client accepts at 11:58 PM on the valid-until day: allowed. At 12:01 AM the next day: refused with the expired message, even if the job has not run.
- Two managers decide the same approval on stale screens: the second gets "This approval was already decided." (check status in the same transaction as the update).
- The client clicks Accept twice: the second click shows the accepted confirmation; it does not write a second event.
- The threshold is lowered while a quote is awaiting approval: the manager still decides; an approved quote stays approved.
- Every manager owns the quote or requested it: nobody can approve it. Show "No other manager can approve this. Ask an admin to add a manager." on request.
- A quote with a 100% line discount (a free item) is allowed; it counts toward the total discount.
- Quantity with more than 2 decimals, a negative price, or a discount over 100%: refused with a field error.

## 14. Seed data

Seller: Northwind, 18 Mill Road, Portland, OR 97205, sales@northwind.example. Threshold 15%, validity 30 days, default tax 8%, default terms Net 30. Dates below are relative to today (T).

| Person | Role |
|---|---|
| Dana Ruiz (Sales manager) | manager |
| Ana Lima (Finance lead) | manager |
| Jo Park (Account executive) | rep |
| Lee Park (Account executive) | rep |
| Maya Chen (Account executive) | rep |

| Client | Contact | Terms | Tax |
|---|---|---|---|
| Bluebird Health | Priya Shah, priya@bluebird.example | Net 30 | 8% |
| Acme Logistics | Tom Reyes, tom@acme.example | Net 30 | 8% |
| Ridgeway Partners | Hannah Kim, hannah@ridgeway.example | Net 45 | 8% |
| Olsen & Co | Erik Olsen, erik@olsen.example | Net 15 | 8% |
| Harbor Foods | Grace Liu, grace@harborfoods.example | Net 30 | 8% |
| Kestrel Schools | Mark Bell, mark@kestrel.example | Net 30 | 0% (tax exempt) |
| Pine Labs | Noor Haddad, noor@pinelabs.example | Net 30 | 8% |

| SKU | Product | Unit | Price |
|---|---|---|---|
| SEAT | Team seat | per seat / year | $150 |
| ONB | Onboarding package | each | $2,400 |
| MIG | Data migration | each | $1,200 |
| TRN | Training session (2 hours, remote) | per session | $400 |
| SUP | Premium support | per year | $1,800 |
| INT | Integration work | per hour | $175 |
| API | API access add-on | per year | $600 |
| OLD | Legacy setup fee (archived) | each | $500 |

Templates: Starter package (Team seat × 10, Onboarding, Training × 1: $4,300), Growth package (Team seat × 25, Onboarding, Data migration, Training × 2: $8,150), Enterprise rollout (Team seat × 100, Onboarding, Data migration, Training × 4, Premium support, Integration work × 20: $25,500).

| Quote | Client | Owner | Status | Lines | Total |
|---|---|---|---|---|---|
| Q-1036 | Olsen & Co | Lee | accepted T-28 by Erik Olsen; invoiced as INV-2001 | Starter package | $4,644 |
| Q-1037 | Harbor Foods | Maya | declined T-15 ("We went with a cheaper option for this year.") | Team seat × 30, Onboarding, 5% quote discount | $7,079.40 |
| Q-1038 | Pine Labs | Jo | expired (valid until T-5), never viewed | Team seat × 15, Training × 1 | $2,862 |
| Q-1039 | Acme Logistics | Jo | accepted T-2 by Tom Reyes, not invoiced | worked example in section 6 | $9,849.60 |
| Q-1040 | Ridgeway Partners | Lee | awaiting approval (requested 5 hours ago), valid until T+25 | worked example in section 6 | $15,552 |
| Q-1041 | Bluebird Health | Jo | viewed 3 times, valid until T+2 | Team seat × 50 at 10%, Onboarding, Training × 2 | $10,746 |
| Q-1042 | Kestrel Schools | Jo | sent T-2, not viewed, valid until T+28 | Growth package | $8,150 |
| Q-1043 | Pine Labs | Maya | approved by Dana T-1 ("OK for a 60-seat commitment."), valid until T+29 | Team seat × 60 at 18%, Data migration | $9,266.40 |
| Q-1044 | Acme Logistics | Jo | draft, valid until T+30 | API access add-on, Training × 2 | $1,512 |

Next quote number 1045; next invoice number 2002. With this seed the home tiles show Open quotes 2 ($18,896), Awaiting approval 1, Accepted in 30 days 2 ($14,493.60), Win rate 50%.

## 15. Build plan

Send these prompts one at a time after pasting this file. Each phase ends with checks you can run by clicking through the app.

### Phase 1: Foundation

```
Using the Quote Builder blueprint above, build Phase 1 only.

1. Set up the data model from section 5 exactly (Person, Settings, Client, Product, Template, Quote, QuoteLine, Approval, Invoice, Event, Notification) with a real database. Store money as integer cents and percentages as integer basis points.
2. Add sign-in with the platform's built-in auth or Google sign-in limited to our company email domain. A signed-in email must match an active Person; anyone else sees "Ask a manager to add you."
3. Build Clients, Price list and Settings (section 9, screens 8, 9 and 12) with validation from section 5. Reps see the price list and settings read-only; enforce this on the server.
4. Load the seed data from section 14 (people, settings, clients, products, templates; quotes come in Phase 2).
5. Add an "Act as" switcher visible only in development, so I can test as different people.

When you're done, list what you built and anything in the spec you had to interpret.
```

**Acceptance checks**
- [ ] The Act as switcher lists Dana Ruiz and Ana Lima as managers and Jo Park, Lee Park and Maya Chen as reps.
- [ ] The price list shows 7 active products and Legacy setup fee as archived. Acting as Jo, there are no edit controls.
- [ ] Acting as Dana, changing API access add-on to $650 saves and shows $650. A price of -5 is refused with an error.
- [ ] Adding a client with email "ivy@" is refused. Adding Lumen Studio (Ivy Moss, ivy@lumen.example) works and it shows Net 30 and 8% tax by default.
- [ ] Acting as Jo, Settings has no Save button. Acting as Dana, an approval threshold of 120% is refused with an error.

### Phase 2: Quotes and pricing

```
Build Phase 2 of the Quote Builder blueprint: quotes, the editor and templates.

1. Implement the pricing math in section 6 as a pure function with unit tests for every row of the worked-examples table, including the boundary and rounding rows.
2. Build screens 1 to 4 and 10 from section 9: the quote list with tiles and filters, New quote, the editor with live totals, the internal quote page, and Templates.
3. Implement Create, Edit and Duplicate from section 7 and rules R1 to R3, R7 to R9, R15 and R16. Recompute totals on the server on every save.
4. Write one Event per action (R14) and show the activity log on the quote page.
5. Load the seed quotes from section 14 with their history.

Do not build approvals, sending or the client page yet.
```

**Acceptance checks**
- [ ] Acting as Jo, a new quote for Acme Logistics with Team seat × 40 at 10%, Onboarding package, Premium support and a 5% quote discount shows list $10,200, discounts $1,080, tax $729.60, total $9,849.60 and "10.6% total discount" before saving.
- [ ] Saving it creates Q-1045 in Draft, owned by Jo.
- [ ] In the editor, a price-list line's unit price is not editable. Adding a custom line "Rush setup" at $300 to Q-1044 raises its total from $1,512 to $1,836.
- [ ] A quantity of 0 or a discount of 120% shows an error and nothing is saved.
- [ ] A new quote for Kestrel Schools from the Growth package template has 4 lines and a total of $8,150.
- [ ] Duplicating Q-1039 creates a draft owned by Jo with the same 3 lines, a total of $9,849.60 and a valid-until date 30 days from today.
- [ ] Acting as Jo, Lee's Q-1040 has no Edit button.
- [ ] The Open filter shows exactly Q-1041 and Q-1042.

### Phase 3: Approval, sending and the client page

```
Build Phase 3 of the Quote Builder blueprint: discount approval, sending and the client page.

1. Implement Request approval, Approve, Reject, Send, client view, Accept and Decline from section 7, with rules R4 to R6, R11 and R12. Enforce every permission on the server.
2. Build the Approvals screen (screen 7) and the approval box and actions on the quote page.
3. Build the client page (screen 5) exactly as section 11 describes: token lookup, no sign-in, noindex, view counting, and Accept / Decline as POSTs that re-check status inside a transaction.
4. Send the notifications in section 10 for these actions through the outbox. If no email provider is configured, log emails instead of sending.
```

**Acceptance checks**
- [ ] On Q-1045, changing the Team seat discount to 20% shows a warning that the 16.2% total discount needs manager approval. On the quote page there is no Send button, only Request approval.
- [ ] Jo requests approval. The status is Awaiting approval and, acting as Dana, Approvals lists Q-1040 and Q-1045.
- [ ] Dana rejects Q-1045 without a comment and is blocked. She rejects with "Keep seats at 10% max" and Jo sees the quote back in Draft with Dana's comment.
- [ ] Acting as Ana, approve Q-1040 from Approvals. Acting as Lee, send it: the status is Sent and a client link is shown.
- [ ] Acting as Dana, a quote she owns for Harbor Foods with Team seat × 10 at 50% goes to approval, and her Approvals list shows it as waiting on another manager with no Approve button. Acting as Ana, it can be approved.
- [ ] Adding a 15% quote discount to the Kestrel Schools draft gives exactly 15.0% total discount, and Jo can send it without approval.
- [ ] Jo sends Q-1044. Its status is Sent and it has a client link.
- [ ] Opening Q-1042's client link changes it to Viewed with 1 view. Opening it again shows 2 views and still Viewed, and Jo has exactly one "opened Q-1042" update.
- [ ] On Q-1042's client page, Accept without a name is refused. With "Mark Bell" and the box ticked, the page says "Accepted by Mark Bell" with the date and time, and the quote page shows Accepted with no Edit or Back to draft.
- [ ] On Q-1044's client page, Decline with "Budget moved to next quarter". The quote page shows Declined and the reason.

### Phase 4: Expiry, print and invoices

```
Build Phase 4 of the Quote Builder blueprint.

1. The daily job in section 12 at /api/cron/daily, protected by a CRON_SECRET header, with a "now" override in development. Show the countdowns on the quote list.
2. Extend and Back to draft from section 7, with R6 and R10.
3. The print view (screen 6) with print CSS for the quote page, the client page and the invoice.
4. Create invoice (R13) and the Invoices screens (screen 11), with Download CSV: one row per line with invoice number, issued, due, client, item, qty, unit price, discount %, line total, and the invoice totals on every row.
5. Managers: Save as template on the quote page.
```

**Acceptance checks**
- [ ] Q-1041 shows "Expires in 2 days". After the job runs for tomorrow, Jo has a "Q-1041 for Bluebird Health expires tomorrow" update. The next day it shows "Expires today". The day after, it is Expired and its client page says it expired, with no Accept button.
- [ ] Extending Q-1040 to a date 60 days ahead shows the new valid-until date. Extending it to yesterday is refused.
- [ ] Back to draft on the sent Kestrel Schools quote makes it a Draft, and its old client link shows "This quote link is no longer valid."
- [ ] Create invoice on Q-1039 creates INV-2002 with a total of $9,849.60, due 30 days after today. The Create invoice button is then gone and the quote links to the invoice.
- [ ] The invoice's Download CSV gives a file with a header row and one row per line (3 rows).
- [ ] Print on a quote opens the browser print dialog, and the printed page shows only the quote document (no demo bar, navigation or side panel).

## 16. Variations

- Optional line items the client can tick on the client page (Proposify and Qwilr call this interactive quoting).
- Recurring fees shown separately from one-time fees, with a first-year total.
- A second approval rule: any single line discount over a limit, or a deal size over an amount.
- Volume pricing tiers on a product (1 to 49 seats at $150, 50+ at $130).
- E-signature with a signing certificate instead of a typed name.
- Collect a deposit with Stripe Checkout on acceptance.
- Push the invoice to QuickBooks or Xero instead of a CSV.
- Multiple currencies, with the currency fixed per client.