Public Offers
Build, send, and track public offer versions with catalog and ad-hoc lines, pricing and discounts, acceptance by click or signature, and expiry management.
Public offers
Build commercial offers with catalog items or ad-hoc lines, send them by email or SMS, and let customers accept online by click or signature, with full version tracking and automatic expiry.
How offers are organized
Successive versions of an offer are grouped into an offer thread. Each version is tracked independently, so you can review what changed between sent versions and see the complete decision history.
The thread tracks the commercial context shared across versions. Each version stores its own content, recipient details, pricing, branding, and acceptance state.
| Level | Fields tracked |
|---|---|
| Thread | Linked deal, owning company, authoring company for chain organizations, offer number, and latest sent date |
| Version | Title, introduction, terms, valid-until date, acceptance depth, recipient type, surface language, recipient details, personal message, offer lines, totals, sender and brand snapshot, public access token, status, timestamps, acceptance or rejection information, signature and sealed-PDF information, reminder dates, and retention dates |
Offer statuses
An offer version moves through a defined lifecycle:
| Status | What it means |
|---|---|
| Draft | The version is being prepared and has not been sent. |
| Sent | The version is available to the customer through its public link. |
| Accepted | The customer accepted the offer through the public link, or a staff member recorded the decision manually. |
| Rejected | The customer rejected the offer through the public link. |
| Expired | The valid-until date passed before the offer was accepted. |
| Superseded | A newer version was sent for the same offer thread. |
| Withdrawn | A staff member withdrew the sent offer, or the linked deal was marked as Lost. |
A sent version is read-only. Creating and sending a new version supersedes the previous sent version. Each thread can have only one open draft at a time.
Building an offer
The offer builder combines customer and deal context, line items, commercial terms, acceptance settings, and delivery options. Live calculations show the subtotal, VAT, and total while you build the offer.
Select the customer and deal context
Choose the customer and linked deal for the offer. The selected context determines who receives the offer and which commercial record contains its history.
Add catalog or ad-hoc lines
Choose reusable catalog items or enter lines manually. Set the quantity and unit for every line.
Set pricing, discounts, and VAT
Review each line's price and VAT rate. Add a line discount when needed and confirm the live subtotal, VAT, and total.
Write the title, introduction, and terms
Add the customer-facing title, introduction, and terms. These details become part of the offer document.
Choose recipient, acceptance, and language settings
Choose whether the recipient is a business or consumer. Select click or signature acceptance, then choose Norwegian or English as the offer language.
Preview and send
Preview the complete offer before sending it by email or SMS. Confirm the recipient and totals, then send the offer.
Catalog items and ad-hoc lines
Catalog items are tenant-specific products or services that provide reusable offer details:
- Product or service kind
- Article number
- Name and description
- Unit
- Net price
- VAT rate
- Optional image
- Archived status
Ad-hoc lines are entered manually in the offer builder. They support the same pricing information as catalog-based lines, but they do not create or update a catalog item.
Prices and VAT are copied into the offer lines when you build the offer. Later changes to a catalog item do not rewrite existing offer lines or historical offers.
Pricing, VAT, and discounts
Offer calculations use integer minor currency units. Catalog items provide default values, but you can adjust the line details while building a draft.
| Field | Rule |
|---|---|
| Catalog defaults | Catalog items provide the default price, unit, and VAT rate. |
| Quantity | Every quantity must be positive. |
| Discount | Discounts apply per line and must be between 0% and 100%. |
| VAT | VAT is calculated separately for each VAT rate used on the offer. |
| Total | The offer total is frozen when you send the version. |
| Offer number | Drafts are unnumbered. The thread receives an offer number when you send its first version. |
Sending offers
Preview the offer before choosing email or SMS delivery. The customer receives a public link that opens the specific offer version you sent.
After sending, the version becomes read-only. Changes to the contact after sending do not change the frozen recipient details or sender and brand snapshot stored on that version.
Expiry and reminders
Set the valid-until date while building the offer. The date uses Europe/Oslo local time, and a new offer cannot use a date earlier than the next day.
A sent offer expires automatically after its valid-until date. Vadio sends one reminder three days before expiry. Expired, superseded, and withdrawn offers cannot be accepted.
You can withdraw a sent offer manually. Marking the linked deal as Lost also withdraws its sent offers.
An offer stays valid until the end of its valid-until day in Norwegian time (Europe/Oslo). This applies to every company, and the timezone cannot be changed. There is a 10-minute grace period after the day ends, so a customer who is in the middle of accepting can finish. The valid-until date in the offer email, the reminder email and the offer PDF is shown in Norwegian time. The online offer page shows the date in the timezone of the customer's own device, so a customer outside Norway can see a different day there.
Acceptance
Customers accept offers from the public offer page without creating an account. The acceptance depth you choose determines whether the customer confirms with a click or signs the offer electronically.
Click acceptance
The customer enters their full name and confirms their intent to accept. The offer becomes Accepted, the linked deal becomes Won, and the customer receives the offer PDF with the acceptance timestamp.
Signature acceptance
The customer enters their name, draws or types a signature, and confirms their intent and electronic-signature consent. Vadio seals the document and produces a certificate of completion. The linked deal becomes Won only after sealing succeeds.
No OTP is used for public offer acceptance. Possession of the public link is the authentication level, and the acceptance trail records that fact.
Rejection and manual decisions
A customer can reject an offer and optionally add a comment. The offer becomes Rejected, the linked deal remains open, and the owner is notified.
Use manual acceptance or rejection when the customer makes a decision by phone or through another offline channel. The record includes the staff member and a note, does not create a sealed PDF, and clearly distinguishes the staff-recorded decision from a decision made through the public link.
Internal offer view
The internal offer view brings the offer history and available actions into one place. It shows:
- Current status
- Offer document
- Version history
- Audit and acceptance trail
- Recipient information
- Totals and VAT
- Send, resend, and withdraw actions
- Manual acceptance and rejection
- Public-link state
Chain parent users can read chain offers but cannot author or change them.
Public offer page
The public offer page requires no customer account. It displays the information the customer needs to review and decide:
- Sender branding
- Offer lines
- VAT breakdown
- Totals
- Terms
- Valid-until date
- PDF download
- Acceptance and rejection controls
Offer settings
Configure defaults that reduce repeated setup in the offer builder:
- Default validity period
- Default terms text
- Default acceptance depth
- Company currency and locale
- Brand and sender identity
- Email and SMS availability