User Guide — B2B Quote Pipeline

Chapter 01

Introduction

B2B Quote Pipeline adds a complete B2B quoting workflow on top of WooCommerce. Customers submit pricing requests, your team manages them through a visual Kanban pipeline, and accepted quotes convert to WooCommerce orders automatically — with a full email notification system throughout.

How It Works

Stage	Actor	What Happens
Request	Customer	Adds products to the Quote Cart and submits company details
Review	Admin	Opens quote in Pipeline, moves to Under Review
Price	Admin	Sets quoted prices per item, applies discount, sends quote
Respond	Customer	Accepts, declines, or requests changes from My Account
Convert	Admin	Clicks "Convert to Order" — WC order created automatically

Pipeline at a Glance

New Request

Under Review

Quote Sent

Negotiating

Accepted

Converted

Chapter 02

Installation

System Requirements

WordPress

6.2.0 or higher

WooCommerce

8.0.0 or higher

PHP

8.1.0 or higher

WP-Cron / Server Cron

Required for auto-expiry

Installation Steps

1

Upload the plugin — Go to Plugins → Add New → Upload Plugin. Select b2b-quote-pipeline-v1.0.0.zip and click Install Now.

2

Activate — Click "Activate Plugin" on the success screen.

3

Automatic setup — The plugin creates "Request a Quote" and "My Quotes" pages, registers the My Account tab, and schedules the daily cron job.

4

Configure — Go to WooCommerce → Quote Settings to set your email addresses and company details before going live.

⚠

Permalinks flush needed? If the My Quotes account tab doesn't appear, go to Settings → Permalinks and click Save Changes to flush rewrite rules.

What Activation Creates

"Request a Quote" page — contains [bqp_quote_cart] shortcode at /request-quote/
"My Quotes" page — contains [bqp_my_quotes] shortcode at /my-quotes/
My Quotes tab — in the WooCommerce My Account sidebar
3 database tables — bqp_quotes, bqp_quote_items, bqp_quote_history
Daily cron job — via Action Scheduler for auto-expiry and warning emails

Chapter 03

Settings & Configuration

All settings are at WooCommerce → Quote Settings — four tabs: General, Pipeline Labels, Email Notifications, Company / PDF.

General Tab

Setting	Description
Enable Quote System	Master on/off toggle for the entire plugin
Quote Button Text	Label on the quote button. Default: "Request a Quote"
Button Position	Replace Add to Cart, or show both buttons simultaneously
Eligible Products	All products, specific categories, or specific product IDs
Allow Guest Quotes	Permit non-logged-in visitors to submit requests
Quote Number Prefix	E.g. "QT-" produces QT-A4BC7D3E. Customise to match your format.
Auto-Expire After	Days until a sent quote expires. Default: 14. Warning email at day 11.
Admin Notification Emails	Comma-separated list — all receive new quote, acceptance, rejection alerts
From Name / From Email	Sender identity for all outgoing transactional emails

Pipeline Labels Tab

Rename any pipeline stage to match your terminology. Changes apply everywhere: the Kanban board, status badges, customer My Account, and emails.

Status Key	Default Label	Rename Example
draft	New Request	"Enquiry Received"
pending	Under Review	"Pricing in Progress"
quoted	Quote Sent	"Proposal Sent"
negotiating	Negotiating	"In Discussion"
accepted	Accepted	"Approved"
ordered	Converted	"Order Placed"
rejected	Rejected	"Declined"
expired	Expired	"Lapsed"

Email Token Reference

Token	Replaced With
`{{quote_number}}`	Quote reference e.g. QT-A4BC7D3E
`{{company_name}}`	Company name from submission form
`{{total}}`	Formatted grand total with currency symbol
`{{valid_until}}`	Expiry date in your site's date format
`{{quote_url}}`	Direct link to the quote in My Account
`{{order_url}}`	WooCommerce order link (quote_ordered email only)
`{{site_name}}`	Your WordPress site name

💡

Example subject: "Your Quote {{quote_number}} — valid until {{valid_until}}"

Chapter 04

Managing Quotes — Admin Guide

Navigating the Admin

After activation, three items appear under WooCommerce in the sidebar: ↳ Quote Pipeline (Kanban board), ↳ All Quotes (table view), and ↳ Quote Settings.

The Pipeline Board (Kanban)

The Pipeline board groups all active quotes into columns by status. Each card shows: quote number, company name, item count, total value, age, and assigned team member. A ⚠ warning icon flags quotes expiring within 3 days.

💡

Quick Status Move: Each card has a "— Move to" dropdown for instant status changes without opening the full detail page. Great for batch triage.

Quote Detail Editor

Status & Actions Toolbar

Current status badge with colour coding
Change Status dropdown — only shows valid transitions from current status
Optional note field — internal note attached to the status change
Convert to Order button — appears on Accepted quotes only

Editing Line Items

1

Click the Quoted Price field for any item and enter the negotiated price. The List Price column shows the original WooCommerce price for reference.

2

Change Qty if needed. Both fields auto-save with a short debounce — the Grand Total recalculates instantly.

3

Remove items with the × button. The total updates immediately.

Applying a Discount

Use the Discount section below the items table. Choose Percentage (%) or Fixed amount, enter the value, and click Apply. The Grand Total recalculates and the discount appears as a separate footer line.

Sidebar — Company Details, Settings & Notes

Company Details — edit name, email, phone. Click "Save Details".
Quote Settings — set/change Valid Until date; assign to a team member.
Admin Notes — internal notes, never shown to the customer.

Sending Emails Manually

Button	What It Sends
Send Quote to Customer	Full priced quote email with item table. Use when first setting prices.
Notify Customer of Update	Update notification. Use when revising after already sending.
Send Expiry Warning	Manual expiry reminder for non-responsive customers.

Converting to a WooCommerce Order

1

Open the quote detail for an accepted quote.

2

Click 🛒 Convert to Order in the actions toolbar and confirm.

3

A WooCommerce order is created in Pending Payment status with all quoted prices applied. You are redirected to the order editor.

4

The customer automatically receives an order confirmation email. The quote moves to ordered and cannot be modified.

ℹ

Payment: The order is created in Pending Payment status. The customer completes payment through your normal WooCommerce checkout — the plugin does not handle payment collection.

Chapter 05

Status Reference

Status	Label	Description
draft	New Request	Submitted by customer. Admin notified. Awaiting review.
pending	Under Review	Admin picked it up and is working on pricing.
quoted	Quote Sent	Prices set and sent to customer. Expiry countdown begins.
negotiating	Negotiating	Customer requested changes. Both parties discussing terms.
accepted	Accepted	Customer accepted. Ready for admin order conversion.
ordered	Converted	WooCommerce order created. Terminal — no further changes.
rejected	Rejected	Customer declined or admin rejected. Can be re-opened.
expired	Expired	Auto-set when valid_until passes. Customer was warned at T−3 days.

Allowed Transitions

From	Admin Can Move To	Customer Can Move To
draft	pending, quoted, rejected	No action
pending	quoted, rejected	No action
quoted	negotiating, accepted, rejected	accepted, rejected, negotiating
negotiating	quoted, accepted, rejected	accepted, rejected
accepted	ordered (convert)	Awaiting admin
rejected	pending (re-open)	No action
ordered	Terminal — no further changes
expired	pending (re-open)	No action

Chapter 06

Customer Guide

This chapter covers the quote experience from the customer's perspective.

Adding Products to the Quote Cart

1

Visit any product page. Click "Request a Quote". For variable products, select your variation first.

2

The product is added to your quote cart (separate from the regular shopping cart). A confirmation link lets you view your cart.

3

Continue browsing and add as many products as needed. Your cart persists across pages.

Submitting Your Quote Request

1

Navigate to the Request a Quote page. Review cart items, update quantities, or remove products.

2

Fill in Company Name (required), Email Address (required), and optional phone and shipping address fields.

3

Use the Notes field to describe delivery requirements, project context, or volume expectations — this helps the team price accurately.

4

Click "Submit Quote Request". A success message shows your quote reference number. You receive a confirmation email.

Responding to a Priced Quote

When the sales team sends pricing, you receive an email. Log in → My Account → My Quotes → View to see the full quote with line items and totals.

Action	What It Does
Accept Quote	Formally accepts the pricing. Admin is notified and will convert to an order.
Decline Quote	Rejects the pricing. Admin is notified. The quote can be re-opened.
Request Changes	Moves to Negotiating. Add a note explaining what you need changed.

⚠

Expiry: Quotes have a validity period shown on the detail page. You must respond before the expiry date — you'll receive a reminder email 3 days before.

Chapter 07

Email Notification Reference

Email	To	Trigger
`quote_received`	Admin	New quote submitted by customer
`quote_quoted`	Customer	Admin sets status to Quote Sent — includes full item table
`quote_accepted`	Admin	Customer clicks Accept
`quote_rejected`	Admin	Customer clicks Decline
`quote_expiring`	Customer	Cron — 3 days before expiry. Sent once only.
`quote_expired`	Customer	Cron — valid_until date has passed
`quote_ordered`	Customer	Admin converts quote to WooCommerce order
`quote_updated`	Customer	Admin modifies a quote already in Quoted status

Chapter 08

Shortcodes

Shortcode	Parameters	Description
`[bqp_quote_button]`	product_id, text, class	Renders a quote CTA button for a specific product anywhere on the site
`[bqp_quote_cart]`	none	Full quote cart + submission form. Used on the Request a Quote page.
`[bqp_my_quotes]`	none	Link to the My Account → My Quotes tab

Example: [bqp_quote_button product_id="42" text="Get a Price" class="button alt"]

Chapter 09

REST API

Base path: /wp-json/b2b-quote-pipeline/v1/

Method	Endpoint	Auth	Purpose
GET	`/quotes`	Admin	List with filters & search
GET	`/quotes/{id}`	Owner/Admin	Full quote + items + history
POST	`/quotes`	Logged-in/Guest*	Create from session cart
PUT	`/quotes/{id}`	Admin	Update quote fields
POST	`/quotes/{id}/status`	Owner/Admin	Change status (validates transitions)
POST	`/quotes/{id}/convert`	Admin	Convert to WooCommerce order
POST	`/quotes/{id}/send`	Admin	Manually send email type
PUT	`/quotes/{id}/items/{item_id}`	Admin	Update item qty/price
DELETE	`/quotes/{id}/items/{item_id}`	Admin	Remove line item

* Guest POST requires Allow Guest Quotes enabled in settings.

Chapter 10

Troubleshooting

Issue	Solution
Quote button not showing	Check Enable Quote System is on. If using specific categories/products, verify the product is included.
My Quotes tab missing	Settings → Permalinks → Save Changes to flush rewrite rules.
Emails not received	Check email type is enabled in settings. Verify admin email address. Use manual send buttons on quote detail to test.
Quotes not auto-expiring	Verify WP-Cron is enabled. Check Tools → Scheduled Actions for `bqp_check_expiring_quotes`.
Quote cart page 404	Create page manually with `[bqp_quote_cart]` shortcode and flush permalinks.
"Convert to Order" not appearing	Button only shows on Accepted quotes. Verify status and check the quote isn't already converted.
Database tables missing	Deactivate and reactivate the plugin to re-run the Activator.

Getting Support

CodeCanyon — Submit a ticket on the item page. Response within 2 business days.
Email — hello@byteforgelab.com
Website — byteforgelab.com

When contacting support, please include: WordPress version, WooCommerce version, PHP version, plugin version, and any error messages from WooCommerce → Status → Logs.