> For the complete documentation index, see [llms.txt](https://orbit-b2b.gitbook.io/orbit-b2b-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://orbit-b2b.gitbook.io/orbit-b2b-docs/quotes-rfq/reply-flow.md).

# How you reply with prices

This walks through the admin side: opening a new quote in the inbox, editing prices and adjustments, sending the offer.

## Open the Quotes inbox

In your Shopify admin → **Apps → Orbit B2B → Quotes**. You see an email-style inbox with:

* **Tabs** to filter by status: All, Pending, Replied, Negotiating, Accepted, Rejected, Expired
* **Search** by quote number, customer name, or email
* **Unread badge** on quotes you have not opened yet
* **Background polling** every 30 seconds to surface new requests in real-time

Click any row to open the quote detail panel on the right.

## Quote detail layout

The detail panel has 4 sections, top to bottom:

### Customer info card

Shows everything you need to make a pricing call:

* Name + email (click email to open mailto)
* Linked Company (click to open the Company page)
* Pricing tier (click to open the Customer Group)
* Shopify tags
* Quote history: total submitted, accepted, rejected, expired, accept rate %

### Items requested

Editable table — one row per variant the buyer requested. You can:

* Change quantity (rare but supported)
* Edit **Unit price** — this is your offered price, may differ from buyer's target
* See the original target price + catalog price as struck-through reference

### Order adjustments

* **Discount** — fixed amount or percentage, with a custom title (e.g. "First-time wholesale discount")
* **Shipping** — flat fee + label (e.g. "Negotiated freight")
* **Validity** — 3 / 7 / 14 / 30 days or Custom
* **Payment terms** — Due on receipt, Net 15, Net 30, Net 60, Prepay 50%, Custom. See [Payment terms](/orbit-b2b-docs/quotes-rfq/payment-terms.md) for what each does.

The Subtotal + Total update live as you edit.

### Conversation

The full message thread between you and the buyer. Customer messages on the left, your replies on the right (color-coded). System events (price revisions, status changes) appear as muted notes.

## Two reply buttons

At the bottom of the detail panel:

* **Send message only** — adds a text reply to the thread, no price change. Use for clarifying questions or follow-ups.
* **Send price update** — saves all your edits (items, adjustments, validity, payment terms) as a new price revision, sets validity.validUntil, and pushes the new offer to the buyer.

Both fire an email to the buyer using the **Quote Reply** template.

## Status transitions

| Before                | Action                              | After                              |
| --------------------- | ----------------------------------- | ---------------------------------- |
| Pending               | Send price update                   | **Replied**                        |
| Replied / Negotiating | Send message only (no price change) | Same status                        |
| Replied / Negotiating | Send price update (counter offer)   | **Negotiating**                    |
| Replied / Negotiating | Buyer sends a text reply            | **Negotiating**                    |
| Replied / Negotiating | Buyer clicks Accept                 | **Accepted** (draft order created) |
| Any open status       | Buyer clicks Decline                | **Rejected**                       |
| Replied / Negotiating | Validity passes                     | **Expired** (auto)                 |

## Tips

* Always set a sensible validity. Too short = buyer feels pressured. Too long = you risk margin shifts.
* Use **Send message only** to ask clarifying questions before committing prices. Avoids back-and-forth price revisions.
* The customer's quote history (in the customer info card) tells you if they usually accept or just shop quotes around.

## Next steps

* [Payment terms — Due on receipt vs Net 30 / PDF invoice](/orbit-b2b-docs/quotes-rfq/payment-terms.md)
* [Email templates you can customize](/orbit-b2b-docs/quotes-rfq/emails.md)


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