How to Set Up a Quote to Order Workflow in Printcart for WooCommerce B2B Print Shops

Introduction

In B2B print commerce, many customers prefer to request a quote instead of placing an order immediately. Whether it’s for bulk stationery, exhibition materials, or custom signage, price often depends on specifications — and the checkout process needs to support this.

Printcart’s Quote-to-Order workflow gives WooCommerce store owners the tools to:

• Collect detailed quote requests via form

• Attach uploaded artwork or design briefs

• Generate branded PDF quotes automatically

• Review, approve, and convert those quotes into orders

This tutorial will show you how to set up and manage the full quote request cycle in Printcart — ideal for bulk, corporate, or made-to-spec print jobs.

Enable Quote Request in Printcart

The first step is to activate the quote mode for your Printcart-powered product.

Step 1: Enable Quote Function Globally or Per Product

There are two ways to turn on quote requests:

A. Global Activation

• Navigate to PC Designer > Settings > Get Quote

• Toggle Show button request quote in checkout page and Enable quote to Yes

• Enable registration and CAPTCHA to reduce spam

• Choose whether to hide product prices and add-to-cart buttons

B. Product-Specific Activation

• Go to Products > All Products > Edit a specific item

• Scroll to NBDesigner Settings > Quote tab

• Check:

  • Enable Quote for this product

  • Optionally hide Add to Cart or price display

• Save the product settings

Tip: Quote mode supports both design-enabled and upload-only products.

Step 2: Choose Quote Display Mode

You can choose where the quote request button or form appears:

• On the product detail page

• In the checkout

• As a dedicated quote request page in your navigation

To customize layout and display style, go to:
PC Designer > Settings > Appearance > Printing Options

• Enable popup or section display

• Control visibility of price and button elements

Step 3: Test the Frontend Flow

Visit the product as a customer and confirm:

• The “Request a Quote” button is visible

• Clicking it opens a form with fields like name, email, and message

• File upload works as expected

• The PDF quote is generated if configured

Build a Custom Quote Request Form with Branding, File Uploads, and Conditional Fields

Step 1: Add and Customize Form Fields

• Go to PC Designer > Get Quote > Form

• Add fields such as:

  • First Name, Last Name (Text)

  • Email (Text, with email validation)

  • Message (Textarea, optional)

  • File Upload (optional, for artwork or specs)

• Use the Edit button to set labels, placeholders, and validation

• Drag fields to reorder them

Step 2: Branding and PDF Quote Settings

• Navigate to PC Designer > Get Quote > PDF Quote

• Upload your brand logo

• Enable PDF generation and email attachment

• Optionally hide product list in the email

Step 3: Form Behavior Settings

• Enable reCAPTCHA to protect from spam

• Toggle form autocomplete from WooCommerce data

• Allow guest submissions or require login for quote requests

Coming up next: Reviewing, Approving, and Converting Quotes to Orders in WooCommerce

Reviewing, Approving, and Converting Quotes to Orders in WooCommerce

Once customers submit a quote request through your Printcart-enabled form, the admin workflow begins. Here's how to review submissions, adjust pricing, and convert approved quotes into WooCommerce orders.

Step 1: Access and Review New Quote Requests

• Go to WooCommerce > Orders or PC Designer > Get Quote > All Requests

• You’ll see a list of submitted quote requests with customer details and product specs

• Click on any quote to view:

  • Submitted form fields (e.g., name, email, message)

  • Selected product options (e.g., material, size, quantity)

  • Attached files (artwork or briefs)

Tip: Use the built-in filters to sort by quote status — pending, approved, converted, or expired

Step 2: Modify and Finalize the Quote

• From the quote detail page, you can:

  • Adjust pricing manually if needed

  • Add notes or internal comments

  • Attach a new PDF quote file (auto-generated or uploaded)

  • Change the status to "Approved" or "Rejected"

If the quote requires customer confirmation, resend the quote email with the updated file.

Step 3: Convert to Order

Once a quote is approved:

• Click Convert to Order on the quote page

• A WooCommerce order is automatically created with:

  • All selected product options

  • Final pricing and tax calculations

  • Customer details pre-filled

This new order appears in your WooCommerce order dashboard and can be processed like any regular order.

Step 4: Notify the Customer

• Use WooCommerce or your email tool to notify the customer that their quote has been approved and converted

• Include a payment link or invoice

• Optionally, attach the PDF quote for records

Coming up next: Syncing Quote Data with CRM or Google Sheets (Automation Tips)

How to Set Up a Quote to Order Workflow in Printcart for WooCommerce B2B Print Shops

Why Automating Quote Data Sync Boosts Sales and Reduces Manual Work

In B2B print commerce, many customers prefer to request a quote instead of placing an order immediately. Whether it’s for bulk stationery, exhibition materials, or custom signage, price often depends on specifications — and the checkout process needs to support this.

Printcart’s Quote-to-Order workflow gives WooCommerce store owners the tools to:

• Collect detailed quote requests via form

• Attach uploaded artwork or design briefs

• Generate branded PDF quotes automatically

• Review, approve, and convert those quotes into orders

This tutorial will show you how to set up and manage the full quote request cycle in Printcart — ideal for bulk, corporate, or made-to-spec print jobs.

How to Design and Send Branded PDF Quotes Automatically in Printcart

Automating the quote PDF process saves time and ensures your quotes are visually aligned with your brand. Printcart allows store owners to generate and send PDF quotes that include pricing, product details, and design previews — all without needing third-party tools.

Step 1: Enable PDF Quote Generation
Navigate to PC Designer > Get Quote > PDF Quote:

• Enable the toggle for Generate PDF Quote

• Upload your company logo

• Choose whether to include:

  • Product details

  • Customer contact information

  • Pricing or leave it blank for manual entry

Step 2: Customize the Layout and Format
You can personalize your PDF quote’s appearance by editing:

• Header and footer text (e.g. contact info, terms)

• Page orientation (portrait or landscape)

• Background color and font styling

• Optional: Add a watermark for preview-only quotes

Step 3: Attach PDF to Emails Automatically
In PC Designer > Get Quote > Settings, enable:

• Attach PDF Quote to Admin notification email

• Attach PDF Quote to Customer confirmation email

This ensures both parties get a copy of the quote as soon as it’s submitted or approved.

Case Study: A packaging print supplier in Singapore saved over 8 hours per week by eliminating manual quote formatting. Their branded PDF now auto-generates with logo, material type, and finish selections, leading to faster customer decisions and a 27% increase in quote conversions.

Step 4: Preview the PDF Output
After setting up your layout:

• Submit a test quote from the frontend

• Open the email or order record

• Download and review the attached PDF

Make sure the layout is clean and includes all necessary details.

Step 5: Optional Advanced PDF Options

• Enable password protection if handling confidential projects

• Include an approval checkbox in the PDF for signature-style acknowledgment

• Add an expiration date field to trigger urgency in decision-making

Recommended PDF content includes:

• Quote reference number

• Customer name/company

• Date of request

• Product/service breakdown

• Estimated turnaround time

• Link to upload or approve design

For more help, refer to the official Printcart PDF setup guide.

Coming up next: Managing and Approving Quotes from the Admin Dashboard

Managing and Approving Quotes from the Admin Dashboard

Effectively managing incoming quote requests is essential to converting leads into orders. Printcart provides WooCommerce administrators with a dedicated backend system to view, process, and update quote statuses while keeping both staff and customers informed.

Step 1: Access the Quote Management Panel
Go to PC Designer > Get Quote > All Requests to view all submitted quote forms. Each entry includes:

• Customer name, email, and submission date

• Attached artwork or supporting files

• Selected options from the quote form (product type, service needs, deadlines)

• Status: Pending, Approved, Rejected, Converted

You can sort quotes by status or search by name or date for faster navigation.

Step 2: Review the Quote Request Details
Click any entry to open the full request.

• Review all form fields and uploaded files

• Check design needs, delivery instructions, and requested turnaround

• Evaluate pricing needs or custom service requests

If needed, contact the customer directly from the quote detail page or via email for clarification.

Step 3: Add Notes and Update Status

• Use the internal Admin Notes box to collaborate with your team

• Update the quote status to Approved, Rejected, or Converted

• Optional: Attach a manually edited or regenerated PDF quote

Changing the status can trigger an automatic email notification if enabled in your settings.

Case Study: A commercial printer in Canada set up auto-emails tied to quote status updates. This allowed them to reduce average response time by 50% and boost close rates on high-volume quote requests.

Step 4: Convert Approved Quote to Order
When a quote is approved:

• Click Convert to Order

• A WooCommerce order is automatically created with all quote info

• Admin can then add shipping, taxes, or notes before sending a final invoice or payment link

This eliminates duplication and ensures continuity between the quote and the final order.

Step 5: Track Conversion Metrics
Use Google Sheets or CRM integration (as described earlier) to:

• Monitor total quote volume vs. conversion rates

• Identify quote types that lead to the most revenue

• Spot delays or drop-offs in follow-up

According to Salesforce’s 2024 SMB Trends Report, 56% of B2B buyers expect a response to quotes within 24 hours. Having a clear dashboard and process ensures your team meets this expectation.

Coming up next: How to Trigger Email Notifications and Quote Follow-Up Sequences Automatically

How to Trigger Email Notifications and Quote Follow-Up Sequences Automatically

Timely communication is key to winning quote-based orders. Printcart allows you to automatically send branded email notifications at every stage of the quote lifecycle. You can also build multi-step follow-up sequences using tools like Mailchimp, Mautic, or WooCommerce email hooks.

Step 1: Enable Admin and Customer Notifications
Go to PC Designer > Get Quote > Settings and ensure the following options are enabled:

• Send email to admin when a quote is submitted

• Send confirmation email to customer

• Attach PDF quote to the email (if available)

You can customize the subject line, sender name, and body message using placeholders like:

• , ,

Step 2: Customize the Email Template
Navigate to WooCommerce > Settings > Emails to override the default email templates:

• Use a custom header/footer

• Include dynamic quote content

• Add links to upload artwork or approve the quote

If using Mautic or Mailchimp, use webhook triggers to add the lead to an automated journey.

Case Study: A UK-based print agency built a 3-step email sequence with Mailchimp: Quote Confirmation → Reminder in 48h → Limited-time discount. This resulted in a 21% increase in quote conversions within 30 days.

Step 3: Add Follow-Up Tags and Triggers
In tools like Mautic, you can tag the user based on quote status:

• "Quote - Submitted"

• "Quote - Awaiting Approval"

• "Quote - Lost"

Set conditional logic to:

• Remind sales teams to follow up

• Send deadline or urgency reminders

• Offer incentives (e.g. 5% off if approved today)

Step 4: Automate Win/Loss Notifications Internally
Use WooCommerce hooks or tools like Slack or Google Chat to alert your team:

• When a quote is approved

• When a quote is rejected or expires

This keeps your sales and production teams aligned and reduces friction.

According to Adobe’s 2023 Digital Trends Report, 63% of B2B marketers say automated follow-up sequences help close more deals, especially when timing is critical.

Helpful Resources:

• WooCommerce email customizer documentation

• Mautic automation for quote follow-up

• Printcart Quote Workflow Guide

Coming up next: How to Show Quote and Add-to-Cart Together on the Same Product Page

How to Show Quote and Add-to-Cart Together on the Same Product Page

Offering both a quote request option and a traditional add-to-cart button on the same product page gives customers flexibility — especially when you serve both individual consumers and B2B clients. With Printcart, this hybrid configuration is fully supported.

Step 1: Enable Quote Mode for the Product
Go to Products > All Products > Edit your desired item.

In the NBDesigner Quote tab:

• Enable Quote request for this product

• Leave Hide Add to Cart button unchecked

• Save the changes

This setup will display both the Request a Quote button and Add to Cart button on the frontend.

Step 2: Control Visibility with User Roles or Conditions
You may want only certain users to see the quote feature (e.g., wholesale clients).

Use a plugin like User Role Editor or WooCommerce Memberships to:

• Show quote button only for users tagged as B2B or wholesale

• Show price and Add to Cart button only for logged-in users

Alternatively, use Printcart's condition settings to:

• Hide or show quote elements based on selected options (e.g. quantity > 100)

Step 3: Adjust Layout and Button Styling
To avoid confusion, customize button labels and layout:

• Change "Add to Cart" to "Buy Now"

• Change "Request a Quote" to "Need a Custom Price?"

In PC Designer > Settings > Appearance, update:

• Button colors

• Font size and alignment

• Positioning of quote form popup or inline section

Case Study: A banner printing company in Germany enabled both options on large-format product pages. For quantities under 10 units, users could checkout directly. For 10+ units, most customers chose to submit a quote, helping the company upsell services like installation and design assistance — boosting average order value by 38%.

Step 4: Educate Users on When to Use Each Option
Above the buttons, add a short message:

"Ordering fewer than 50 units? Click 'Add to Cart.' For larger or customized orders, request a quote and get a tailored offer."

This helps customers self-select the right action.

Step 5: Track Button Click Behavior with Analytics
Use Google Tag Manager or plugins like PixelYourSite to:

• Track which button users click

• Compare quote vs instant checkout conversion rates

According to Shopify’s 2023 report on hybrid cart + quote strategies, businesses offering both options saw a 19% increase in total checkout conversions compared to cart-only models.

Helpful resources:

• WooCommerce role-based pricing plugin

• Printcart Display Configuration Guide

Coming up next: Final Checklist and Best Practices for Quote-Driven Print Shops

Final Checklist and Best Practices for Quote-Driven Print Shops

After setting up Printcart's quote-to-order workflow, it’s important to ensure your system is optimized for real-world use, speed, and scalability. This final checklist summarizes everything needed to operate a high-performing quote-driven Web2Print business on WordPress.

Quote Feature Setup

• Quote mode enabled globally or per product

• Add-to-cart visibility controlled via settings or user role logic

• Quote button and form styled to match your site’s branding

Quote Form Optimization

• Collect essential design and delivery specs

• Use dropdowns, file uploads, and conditional fields

• Set required fields to ensure complete submissions

PDF Quote Management

• Branded PDF quote auto-generated with logo and terms

• Quote PDF attached to admin and customer emails

• Custom layout preview tested on mobile and desktop

Quote Admin Workflow

• All quote requests appear in PC Designer > Get Quote

• Admin can review, approve, reject, and convert quotes

• Notes, status tags, and internal comments added as needed

Automation & CRM Integration

• Quotes synced to Google Sheets or CRM via Zapier or Make

• Follow-up emails triggered for pending or approved quotes

• Tags and filters applied for lead segmentation

Analytics & A/B Testing

• Track quote vs cart conversions using analytics tools

• Monitor which products or categories generate the most quotes

• Use insights to improve layout and form logic

Case Study: A U.S. print supplier used this checklist to restructure their entire quote flow. With improved tagging, better form fields, and automated quote follow-up, they saw quote-to-order conversion rates rise from 18% to 33% in two months.

Best Practices Summary

• Use simple, non-intrusive UX for quote buttons

• Keep quotes visible but secondary for low-cost or ready-to-order items

• Use clear copy to explain when quoting is better than instant checkout

• Set internal SLAs (Service Level Agreements) for quote response time

• Regularly audit your quote logs for patterns, delays, or lost leads

Helpful resources:

• Printcart Get Quote documentation

• WooCommerce quote follow-up automation

You're now equipped to run a quote-friendly Web2Print store that serves both high-touch B2B clients and fast-moving direct buyers — all from one centralized platform.

Need help launching or scaling your print store? View Printcart Full Store Setup Packages

Netbase

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"What doesn’t kill you makes you stronger."
This quote has stayed with me throughout my journey—especially as I built Printcart from the ground up.

I'm David, CEO of Printcart, a division of Netbase JSC, and I’ve dedicated the past 15 years to transforming the Web-to-Print and Print-on-Demand (POD) industry. My goal from the beginning has been clear: to help printing businesses around the world scale through automation, personalization, and smart technology.

Before Printcart, I spent years consulting and launching web-to-print platforms for printers of all sizes—from local shops to global enterprises. That experience taught me to ask the right questions:

How can we reduce manual steps for printers and let them focus on growth?

What tools do customers need to personalize and place their orders effortlessly?

How can we make the Web2Print journey smoother, faster, and more profitable?

At Printcart, we combine AI, cloud-based automation, and a plug-and-play customization engine to bring that vision to life. But more than features, we care about outcomes—helping our clients deliver better user experiences, close more deals, and scale sustainably.

I’m always open to new ideas and feedback from the community. If you’re exploring how to evolve your print business or launch a new eCommerce venture with Web2Print capabilities, feel free to connect directly.

Let’s talk growth.
? Email: project@printcart.com
? Website: https://printcart.com