Use this guide to reach clients with a quote after reviewing a storage recommendation. Manual approval is the recommended starting point.
Manual review and quote sending
- Run Scan active hosting services and open the Recommendations tab.
- Confirm the client and service status, domain, used space, quota and utilization. Check that the suggested increase and offer make sense.
- Choose an available offer in the row and click Save offer.
- Click Preview email. Review the recipient, subject, selected annual offer, current used space versus quota, percentage used, and service-impact wording.
- Edit and save the preview wording if needed. The preview is a draft; WHMCS’s Quote Delivery with PDF template supplies the official quote details, secure acceptance link and PDF when the email is sent.
- Click Approve & send quote email for one client, or select eligible rows and choose Approve & send selected quote emails for a batch. Bulk approval is limited to 25 clients per batch.
Sent quotes and resend
Open Sent quotes to see the client and service, quote number, offer, outreach source, sent date, response and resend action. Automatic rows are blue; manual rows are amber. Use Resend quote only when the client needs the existing quote sent again. A resend is different from creating a new quote.
Automatic outreach
Automatic outreach requires the module’s automatic quote setting, enabled quote workflow and confirmed reviewed email template. During the WHMCS daily automation run, the module scans and sends quotes to eligible active clients using the smallest available annual offer that meets the suggested minimum. Client cooldowns, exclusions, saved offers and quote safeguards still apply.
The orange Run automatic quote outreach now button runs a fresh scan and attempts quotes for every eligible active client immediately. Review the result message and then open Automatically sent to check the individual quotes and statuses. Use this button only when you intend to initiate live outreach.
Cooldown and follow-up rules
- The client email cooldown prevents repeated new quote emails to the same client. The default is 30 days, or about once per month.
- Follow-ups apply to open, unexpired quotes. Set Follow up on open quotes every to the desired number of days; 0 disables them.
- Previously upgraded clients are not recommended again while their new capacity remains below the configured alert threshold; they can reappear after usage approaches capacity again.
- Clients on the Excluded clients tab are omitted from scans and outreach until restored.
Where to review outcomes
- Sent quotes: all tracked quotes, source, date and response.
- Automatically sent: quotes created and emailed by automation.
- Accepted & paid: accepted and paid upgrades, source, invoice/payment, paid amount, annual recurring amount and provisioning status.
- Excluded clients: excluded accounts and the restore action.
