What your client sees when you send an offer
What your client receives when you send an offer, how they accept or reject it with their verification code, and what the offer page shows afterwards.
When you send an offer, your client receives an email with a link to the offer page and an 8-digit verification code. The email comes from your workspace’s legal name. Your client doesn’t need a Billow account to open the offer.
The offer page
Your logo and your legal name sit at the top of the page. Below them, your client sees:
The offer title and “Offer for” their company
Recipient and Contractor, with their details and yours. Your tax registration numbers appear in the Contractor details.
The offer date and the Valid until date
Your offer note, under Summary, if you wrote one
Your deliverables under Scope, with descriptions, prices, and timelines where you set them
The totals, with tax unless you have hidden it
A Payment Structure box if you set a deposit, for example “50% Upfront Deposit. You’ll receive an invoice after the project is accepted.”
A Contract box with a Download link, if the offer includes a contract
Your client can download the offer with Download PDF until they accept it or it is rejected, cancelled or completed. An expired offer can still be downloaded. On larger screens, the copy link button at the top of the page copies the link so they can forward it inside their company.
Add-ons
Deliverables you marked as upsells show a green Add-On badge with a Decline action.
If your client clicks Decline, the badge turns red, the price is struck through, and it drops out of the total straight away. Add back on the red badge reverses it while they are still deciding.
A declined add-on never reaches an invoice, and it is left out of the contract they sign.
How your client accepts an offer with a contract
Your client clicks Accept Offer at the top of the page, or View & sign contract below the totals.
They enter the 8-digit code from the email and click Continue.
The contract opens in full, headed “Your Contract with [your legal name]”. They click Sign Contract.
They fill in Full name and Company, and draw or upload their signature the same way you signed yours.
They tick the consent line, which confirms that their electronic signature is legally binding.
They click Sign & Accept Contract.
Checking the code at step 2 doesn’t use it up, so your client can close the dialog and come back later.
How your client accepts an offer without a contract
Your client clicks Accept Offer at the top of the page, or Accept this offer below the totals.
They enter the 8-digit code and click Continue.
In the Sign & Accept Offer dialog, they fill in Full name and Company and tick the consent line.
They click Sign & Accept Offer.
There is nothing to draw or upload.
After your client accepts
Your client sees “Offer accepted successfully!”, and the page changes:
A banner reads “Project offer is now signed from both sides” and says that a copy of the signed documents was emailed to the signer. If you set a deposit, it also says the deposit invoice will arrive soon.
The actions are replaced by Project Offer Accepted, “Thank you for your business.”
Download PDF and the contract download are no longer available.
On your side, the project moves to Active, your invoices are drafted, and Billow emails the person who created the project.
The signed documents email
Right after your client accepts, Billow emails the person who accepted, at the address their code was sent to. The email carries the accepted offer as a PDF, and the signed contract as a second PDF if the offer had one.
The email comes from your legal name. Replies go to the person who created the project, or to the workspace owner if that person has left the workspace.
This email is your client’s copy of the signed documents, because the offer page stops offering downloads once they sign. Your copies are on the project page.
How your client rejects an offer
Your client clicks Reject below the totals.
They enter the 8-digit code and click Reject Offer.
Billow asks for no reason or comment. Your client sees “Offer rejected”, and Billow emails the person who created the project. The page then shows:
Offer Rejected You rejected this offer. Contact [your legal name] if you’d like to revisit it.
The verification code
Your client can open the offer without the code. They need it to accept or reject.
Each code works once. After it has been used to accept or reject, the offer is decided and can’t be acted on again.
The code doesn’t expire on its own. It works while the offer is Offer Pending and before its Valid until date has passed.
Nobody can look up a code once it’s sent. If your client loses it, resend the offer.
Resending the offer to the same email address replaces your client’s code and leaves the offer and its link unchanged.
Message your client sees | Why |
|---|---|
Invalid verification code. | The code doesn’t match this offer, or it was replaced by a newer code sent to the same address |
This offer has expired and cannot be accepted or rejected. | The Valid until date has passed |
This offer is no longer open and cannot be accepted or rejected. | The offer was already accepted, rejected, cancelled or completed |
If the offer expires, or is accepted, rejected, cancelled or completed, while your client is in the middle of accepting or rejecting it, the steps close, the message appears, and the page shows the offer as it stands now.
Withdrawing the offer to Draft is different: the link stops working, so your client can no longer open the offer. If your client is in the middle of accepting or rejecting it at that moment, their next step shows a Page Not Found error instead of a message. See Projects and their statuses.
Expired offers
Once the Valid until date has passed, the Accept and Reject actions disappear and the page shows:
Offer Expired This offer is no longer valid. Contact [your legal name] for an updated one.
After the decision
The link keeps working after the offer is decided. What it shows depends on how the offer ended.
Outcome | What your client sees |
|---|---|
Accepted | The offer in full while the project runs, with the scope, the totals and the date they accepted. Declined add-ons are no longer listed. |
Rejected | The title, who it was for, the offer date, the date they rejected it, and the Offer Rejected panel |
Cancelled | The title, who it was for, the offer date, the date they accepted if they had, and the panel Offer Cancelled: “[your legal name] withdrew this offer. Contact them if you have questions.” |
Completed | The title, who it was for, the offer date, the date they accepted, and the panel Project Completed: “All deliverables in this offer have been delivered. Thank you for working with us.” |
On a rejected, cancelled or completed offer, your client no longer sees the deliverables, prices, taxes, deposit, offer note, contract or either address. Only the names and dates listed above remain.
