Get customers to accept quotes on WhatsApp: create a one‑tap link that books the job

Category: Business & Operations • Niche: WhatsApp workflows, quote acceptance, Trello, ServiceM8, consumer rights

Contents

• Who this is for
• Quick answer
• How it works
• Step-by-step setup
  • Option A: ServiceM8 link in Email/SMS then share to WhatsApp
  • Option B: Google Form acceptance with auto‑job card
  • Option C: e‑sign quote PDF with link to book
• Consumer rights and compliance
• Message templates you can copy
• Add routing and scheduling
• Troubleshooting
• FAQ

Who this is for

Trades who already send quotes by email or text but end up with long back‑and‑forth on WhatsApp. You want a clean, one‑tap Accept flow that captures evidence, creates the job, and books a slot.

Quick answer

• Share an online quote link in WhatsApp so the customer taps Accept and signs.
• That acceptance should automatically change the job status, notify you, and create a booked job card with dates.
• You can do this natively with ServiceM8’s online quote link in messages, or build a simple Google Form + Trello flow if you’re not using a job system.

How it works

• Send an online quote link (Email/SMS, then paste into WhatsApp). The link opens a secure page with Accept and optional signature.
• On Accept, your system logs the customer, timestamp, IP, and signature. It then moves the job to “Booked,” triggers confirmations, and can take a deposit.
• For forms‑based setups, the Accept button opens a short form to capture name, address, date preference and a checkbox acknowledging terms. The form submission creates your job card and confirmation message.

What you will set up

• A quote acceptance link you can paste into WhatsApp.
• A booking confirmation that blocks a calendar slot and posts a deposit invoice.
• An evidence trail (acceptance log, signature, terms).

Step-by-step setup

Option A: ServiceM8 link in Email/SMS then share to WhatsApp

If you use ServiceM8, you already have an online acceptance link.

• In Settings → Email & SMS Templates, include the merge field {document} in your quote templates so clients get a unique link. See ServiceM8’s help: How to use a quote acceptance? and How to send quotes for remote signature.
• From the job, send the quote via Email or SMS, then copy the online link and paste it into your WhatsApp chat with the client.
• When they tap Accept and sign, ServiceM8 switches the job to Work Order, logs the acceptance, and can notify you. See: How to build and send your first quote and How Quote Versions & Quote Options Work.

Tip: Add a line to your quote email and WhatsApp message saying “Click the link to accept and choose dates.”

Option B: Google Form acceptance with auto‑job card

For firms not on a job system, this is a simple alternative.

• Create a short Google Form: Job code, customer name, address, preferred dates, checkbox “I accept the quote and terms,” optional e‑signature box if you use an add‑on.
• In the form description, link your terms and cancellation policy (see Consumer Contracts below).
• Use Make or Zapier to create a Trello card in “Accepted” when the form is submitted; include the form answers, attach the original quote PDF from Google Drive, and add due date.
• Send the Google Form link in WhatsApp with a clear line: “Tap to accept and book.”
• Add a second automation to send a confirmation email/WhatsApp with the booking date and a deposit link (Stripe Payment Link or GoCardless mandate).

Option C: e‑sign quote PDF with link to book

If you prefer a signed PDF:

• Use Dropbox Sign, DocuSign or Adobe Sign to send the quote for e‑signature. On completion, your app can call a webhook or Zap to create the booked job.
• Include a “Book your date” link on the success page that opens a Calendly or Google Calendar appointment type.

Consumer rights and compliance

• Electronic acceptance is valid in most cases. The Law Society confirms e‑signatures can be legally valid for simple contracts in England and Wales. See: Execution of a document using an electronic signature and related Q&A.
• If you message customers on WhatsApp with marketing content, the UK PECR rules for electronic mail may apply. You need consent or must meet the soft opt‑in for individuals; always identify yourself and give an opt‑out. See ICO guidance: Electronic mail marketing and What is electronic mail marketing?. Service messages (like sending a link to accept the quote they requested) are generally not marketing.
• Consumer Contracts Regulations 2013: for distance contracts with consumers, there’s a 14‑day cooling‑off period unless they ask you to start sooner on a durable medium and acknowledge losing the right once fully performed. Give the required pre‑contract information and a cancellation form. See reg 29, reg 30, reg 32, reg 36 and GOV.UK guidance on distance selling.

Message templates you can copy

• First send
  • “Hi [Name], your quote for [Job] is ready. Tap to view and accept: [link]. If you’d like us to start within 14 days, tick the box on the page so we can book you in.”
• Nudge
  • “Quick reminder about your quote for [Job]. Tap here to accept and choose dates: [link]. Any questions, just reply here.”
• After acceptance (auto)
  • “Thanks [Name], we’ve booked [Date/Time]. You’ll get a confirmation and a deposit link shortly. Save this chat to message us on the day.”

Add routing and scheduling

• Use a shared Google Calendar for each operative. When the job moves to “Accepted,” your automation creates an event and invites the operative.
• If you run multiple calls per day, see our routing guides: Route planning for trades: simple setup to cut drive time and fit in one extra job per day and Dispatcher playbook for trades.

Troubleshooting

• Customer says the link does not open: resend as a full https link, not a preview; check their phone has data.
• They accept but you don’t see it: in ServiceM8, check the job Diary for acceptance notes. In a Forms flow, confirm your Zap/Make scenario is switched on and that the form collects email address.
• Signature capture: in ServiceM8, ensure the quote template includes the Customer Signature field. In Google Forms, use an add‑on or capture typed name plus acceptance checkbox.

FAQ

• Is a WhatsApp “Yes” enough? It can be good evidence alongside the quote and your terms, but a proper acceptance link with captured details and signature is stronger in case of disputes. See Law Society guidance above.
• Do I need consent to message on WhatsApp? If you’re responding to their quote request and sending service updates, that’s service messaging. For marketing messages, PECR consent/soft opt‑in rules apply. See ICO links above.
• What about cancellations? For consumer distance contracts you must give cancellation information. If they request work within 14 days and you fully perform after acknowledgement, they lose the right to cancel; if they cancel after you started, they may owe a proportionate amount. See CCR regs 30–36.

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