From a quote request in Gmail to an estimate in QuickBooks Online

What gets connected

Your Gmail, so Otto can read customer RFQs, purchase orders and supplier replies, and send the emails you approve. Your QuickBooks Online company, so sent quotes are recorded as estimates. Each company connects its own accounts from Settings, and the access tokens are stored on the server, never in the browser.

What lands in QuickBooks

Each sent quote becomes a QuickBooks estimate with the same estimate number, the customer (created if they are new), every line’s description, quantity and price, and freight on its own line. If you change a quote and send it again, the estimate is updated rather than duplicated.

Your supplier costs, margins and price sources stay in MySourceBot. QuickBooks gets the customer-facing side only.

Who sends what

The quote email and PDF go out from your own Gmail address under your company name. Otto never asks QuickBooks to email the estimate, so your customer gets one message, not two.

Setting it up

Setup takes a few minutes and happens in this order:

1. Connect Gmail from Settings.
2. Connect QuickBooks Online from Settings.
3. Set your markup, quote validity and the customer email domains Otto should watch.
4. Add your suppliers and the material categories each one carries.

Questions