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Documentation Index

Fetch the complete documentation index at: https://docs.closethecall.com/llms.txt

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When a customer calls and asks “How much does that cost?”, your AI receptionist gives them a price range and creates a draft quote for you to review. Once approved, the customer can accept via a branded link, and you can convert it straight into an invoice.

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The Full Lifecycle

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How the AI Handles Pricing Calls

1

Customer asks about pricing

The caller says something like “How much for a boiler service?” or “What do you charge for a cut and colour?”
2

AI gives a price range

Based on the pricing in your business settings, the AI responds with a range: “A boiler service typically runs between 80 and 120 pounds, depending on the make and model.”
3

AI adds a disclaimer

The AI always follows up with: “That’s an estimate — we’d need to take a look before giving you a firm price.” This protects you from being held to a number.
4

Draft quote is created

If the AI captured enough details (service, name, phone), a draft quote is created in your dashboard with auto-generated line items.
The AI will never give a fixed price — only a range. This is by design. The AI explains this to the customer on every pricing call. Five safety mitigations are built in: price RANGE only, legal disclaimer, service cross-reference against your knowledge base, zero-price quotes blocked from sending, and draft-approve by default.

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Quote Statuses

StatusWhat It Means
DraftCreated by the AI or by you. Not sent to the customer yet. Fully editable.
SentDelivered to the customer by email or SMS. They can view it via a branded link.
ViewedThe customer has opened the quote link.
AcceptedThe customer agreed. Time to book the job or convert to invoice.
RejectedThe customer declined. Follow up or move on.
ExpiredPassed the validity date (default: 14 days) without a response.

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Creating a Quote Manually

Not every quote comes from a phone call. You can create one from scratch.
1

Go to Quotes

Click Quotes & Invoices in the sidebar, or go to app.closethecall.com/quotes.
2

Click + New Quote

Click the button at the top right.
3

Add line items

Each line item has a description, quantity, and unit price. Add as many as you need. The total calculates automatically.
4

Configure tax

Toggle tax on/off and set your rate (e.g. 20% VAT for UK, sales tax for US). Tax is calculated and shown as a separate line.
5

Save as Draft

The quote is saved with an auto-generated number (e.g. QUO-2026-0001). Numbers increment automatically and never repeat.
6

Review and send

Open the draft, check everything, and click Send Quote. The customer receives a branded email with a link to view, accept, or decline.

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Auto-Numbering

Every quote gets a unique sequential number in the format QUO-YYYY-NNNN. The year resets the counter. You never need to manage quote numbers yourself.

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Currency Auto-Detection

The currency symbol (GBP or USD) is automatically set based on your business’s country. UK businesses see prices in pounds, US businesses in dollars. This applies to both quotes and invoices.

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Editing Draft Quotes

While a quote is in Draft status, you can change anything:
  • Add or remove line items
  • Adjust quantities and prices
  • Update customer details
  • Add notes, terms, or a validity period
  • Toggle tax on/off
Once a quote is sent, you cannot edit it. If you need to change the price, create a new quote and let the old one expire.

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AI Auto-Send

If you’d rather not review every quote manually, enable AI Auto-Send in your quote settings. When enabled:
  1. The AI creates the quote during the call
  2. The quote is automatically sent to the customer by SMS after the call ends
  3. You still see it in your dashboard and get notified
Auto-send works best when your pricing is straightforward. If your pricing depends heavily on seeing the work first, keep auto-send off and review each quote before sending.

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Customer Acceptance

When a customer receives a quote, they see a public branded page with:
  • Your business name and logo
  • A clear breakdown of each line item with price
  • Tax (if applicable) and total
  • A disclaimer that the final price may vary
  • Two buttons: Accept and Decline
  • An expiry date
No login required. The customer clicks Accept, and the quote status updates to Accepted in your dashboard in real time. You get an SMS notification.

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Invoices

Once a quote is accepted (or for any job where you need to bill), you can create an invoice.

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Creating an Invoice

There are two ways:
  1. Convert from quote — Open any accepted quote and click Convert to Invoice. The invoice is pre-filled with the quote details. Set the final price (which may differ from the estimate) and send.
  2. Create from scratch — Go to Quotes & Invoices, click the Invoices tab, and click + New Invoice. Add line items, tax, and customer details.

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Invoice Numbering

Invoices use the format INV-YYYY-NNNN, separate from quote numbering. Auto-incrementing, never duplicates.

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Sending an Invoice

Click Send Invoice to email the customer a branded invoice with:
  • Line item breakdown
  • Tax and total
  • A Pay Now button (Stripe payment link)
  • Payment terms and due date

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Invoice Statuses

StatusWhat It Means
DraftNot yet sent. Fully editable.
SentDelivered to customer with payment link.
ViewedCustomer opened the invoice.
PaidPayment received.
OverduePast due date, not yet paid.

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Mark as Paid

If the customer pays outside of Stripe (cash, bank transfer), click Mark as Paid to update the status manually.

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Payment Chase Automation

When an invoice goes overdue, the Payment Chase automation kicks in:
  • Day 1 overdue: Friendly SMS reminder with payment link
  • Day 3 overdue: Email with full invoice details
  • Day 7 overdue: Final reminder SMS + owner alert
You can enable or disable this on the Automations page. See the Automations overview for details.

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Price Ranges — Why Not Fixed Prices?

Every service business knows that the price depends on the job. By using ranges:
  • You stay protected — You never accidentally promise a price you can’t honour.
  • Customers get useful information — A range is better than “I’ll have to come and look first” with no number at all.
  • The AI sounds professional — “Between 80 and 120 pounds” is a confident, helpful answer.
Yes. Open any accepted quote and click Convert to Invoice. It creates an invoice pre-filled with the quote details, ready for you to set the final price and send.
The status changes to Expired automatically. The customer can no longer accept it via the link. You can create a new quote if they come back.
No. If you haven’t added pricing to your business settings, the AI will say “I don’t have pricing information available — our team will follow up with a quote.” It will never make up numbers.
GBP and USD. The currency is set automatically based on your business country and applies to all quotes and invoices.