Quotes, buyer options and conditions

This guide helps you turn an agreement into a proposal your buyer can shape. You will add a priced quote, let the buyer choose optional items, hide sections that don't apply, check what each recipient will see and handle comments or change requests before signing.

Before you begin

• Create the agreement first. See Create and send an agreement.
• Save the products you sell in Payments → Products if you want to pick them on quote lines.
• Decide which signer, if any, chooses the options. It must be someone in the first signing group.

Where to find it

Open the agreement in the editor. The toolbar has Quote, CRM context and Prepare. Section visibility is in the editor's side panel.

Add a quote

1. In the editor, choose Quote.
2. Pick the currency. The quote supports USD, CAD, EUR and GBP.
3. For each line, choose a Product (optional) or type a Description, then set Quantity and Unit price.
4. Add Discount and Tax amounts if needed. Spacebrain does not calculate tax.
5. Check Subtotal and Total, then choose Save quote.

To link the agreement to a CRM contact or deal, use CRM context.

Let the buyer choose options

You can mark lines as optional so the buyer decides whether to include them.

1. On a quote line, tick Optional item.
2. Tick Included in total if the item should start selected. Leave it unticked to start it unselected.
3. To let the buyer change the quantity, set Minimum quantity and Maximum quantity.
4. Under Who chooses the quote options?, pick the signer who decides. Choose No buyer selection to keep the quote fixed.
5. Choose Save quote.

Fixed tax is not available when the buyer selects options. Adjust the tax approach before turning on buyer choices.

What the buyer sees

Before signing, the chosen signer sees Choose your agreement options. They tick optional items, adjust quantities within your limits, then check Review final total and Your final quote. They choose Confirm options & continue and then Continue to signing.

Confirming locks the items and quantities for every signer. Later signers see the confirmed quote.

Show sections only when they apply

Use conditions to hide sections that don't fit a buyer, such as a "Hosting terms" section that only matters if they bought hosting.

1. In the editor, open Section visibility.
2. Choose the Section to control.
3. Under Show when…, choose Add condition.
4. Pick the Input. This can be a variable or a confirmed quote choice.
5. Pick the Comparison: Equals, Does not equal, Is checked or Is selected.
6. Enter the Value if needed.
7. Add more conditions if required. All conditions must match for the section to show. With no conditions the section is always visible.

Conditions are worked out from variables and confirmed quote choices before anyone signs.

Conditional fields on the prepare page

On the prepare page, Field visibility lets you show a field only when another field has a certain answer. Choose the field in Configure field, then add a condition based on a text, name or checkbox field. Signatures, initials and required consent checkboxes always stay visible.

Preview as a recipient

On the prepare page, Recipient preview lets you enter sample answers and see which fields appear. It shows, for example, "3 of 5 fields visible". Sample answers are only for your preview and are never sent.

For the full document with conditions applied, also use the Preview tab on templates, or send a test to your own email.

Comments and change requests

The agreement's Comments tab (titled Comments and change requests) keeps discussion in one place.

Post a comment

1. Open the agreement and go to Comments.
2. Choose Who can see this?: Workspace only · Internal note for your team, or include a recipient.
3. Choose the Review type: Comment or Request a change.
4. Choose what it is About: the Whole agreement, a block or a page.
5. Optional: Mention teammates who have Agreements access.
6. Choose Post review.

When a signer requests a change

Signers can comment on the signing page. While the agreement is still open, they can also request a change, including asking for different optional items. While a change request is open, signing is paused and the signer sees "Changes are under review."

To resolve it:

1. Read the request on Comments. Choose Reply to answer.
2. If you agree to the change, use Correct & reissue so everyone signs the updated version.
3. Choose Resolve thread and add a Resolution (optional).

Worked example: a photography package

1. The quote has "Wedding coverage" (fixed), "Second photographer" (optional, not included) and "Printed album" (optional, quantity 0–3).
2. Who chooses the quote options? is set to the couple's signer.
3. A section called "Album terms" is shown only when "Printed album" is selected.
4. The couple adds two albums and confirms. The album terms appear, and they sign the final total.

If something goes wrong

• The buyer didn't see an options step. Check that a signer is set under Who chooses the quote options? and that at least one line is optional.
• A section is missing for a buyer. Check its Show when… conditions and the variable or quote choice it depends on.
• The signer can't sign. A change request may be open. Resolve it on Comments.

FAQ

Can the buyer change prices?

No. Buyers can only include optional items and change quantities within the limits you set.

Can recipients see internal notes?

No. Workspace only · Internal note comments are visible to your team only.

Next step

Start billing from signed terms.