1. Overview — how the app works

Woo RFQ Pro sits on top of WooCommerce and owns the "request a price" journey.

Instead of forcing every visitor to buy at list price, Woo RFQ Pro lets them add products to a quote cart and submit a request. Each request lands in your dashboard, where you set quoted prices, apply discounts and tax, and send a branded PDF quotation. The customer can accept, reject, or negotiate from a secure link — and once they agree, you convert the quote into a native WooCommerce order with a payment link.

• Quotes and their data live in your own WordPress database (custom tables) and convert to real WooCommerce orders.
• Works alongside your normal store — you choose whether the quote button sits beside "Add to Cart" or replaces it.
• Every step is covered by an email, so customers and staff always know what happens next.

2. Quick start — five steps to go live

Most stores are quoting within 15 minutes. These five steps get you running.

3. The Add-to-Quote button

Capture quote requests right from the product and shop pages.

Woo RFQ Pro places an "Add to Quote" button on single product pages and in shop/category listings. It works on both block (FSE) themes such as Twenty Twenty-Five and classic themes.

• Two modes — Additive (button beside Add to Cart) or Replace (quote replaces the buy flow).
• Custom label & colors — set the button text, background color, and text color.
• Location control — show it on both single and loop, single only, or loop only.
• Precise placement — choose where it appears (e.g. after the price, after the excerpt, before/after the cart button, or in the product meta).
• Hide prices and hide Add to Cart to convert the catalog into a quote-only experience.

4. Display rules — who can request quotes

Turn RFQ on exactly where you want it.

• By product — enable RFQ only for specific product IDs (leave empty for all products).
• By category — enable RFQ for selected product categories.
• By user role — restrict RFQ to chosen B2B roles (leave empty for everyone).
• Guests — offer quoting to guests or require login, as you prefer.

5. Quote cart & customer request

A dedicated basket for building and submitting a quote.

Customers add products to a session-based quote cart that persists as they browse. A floating quote widget shows the item count and updates live as they add, edit, or remove items.

When they are ready, the request form collects name, email, phone, company, city, country, and a free-text message. Customers can also attach a file (for example a spec sheet or drawing).

• File attachment upload with a safe file-type allowlist.
• Spam protection via a hidden honeypot field that silently blocks bots.
• Shortcodes to place elements anywhere: [rfq_quote_basket], [rfq_quote_form], and [rfq_customer_quote].

6. Managing quotes in the dashboard

Every request in one organized workspace.

Open Woo RFQ Pro → Quotes for a full list with status-filter views (each showing a live count), keyword search, sortable columns, pagination, row actions, and bulk delete. Each quote has a unique number in the format RFQ-YYYY-NNNNN.

Open a quote to reach the detail workspace: the customer's info and attachment, editable line items, pricing controls, notes, status, and expiry — plus the negotiation thread and revision history.

Quote statuses

7. Pricing, discounts, tax & totals

Quote precisely, with the maths handled for you.

• Per-line pricing — set the quoted unit price and quantity for each item, with a live line-total preview.
• Discount — a flat amount or a percentage.
• Tax — a flat amount or a percentage, applied after the discount.
• Shipping — add a shipping amount.
• Automatic total — total = subtotal − discount + tax + shipping, recalculated as you type.
• Notes — internal (staff-only) notes and customer-visible notes.
• Expiry date — set how long the quotation is valid.

8. PDF quotations

Professional, branded quotations generated on your server.

• Two templates — Modern and Classic (bordered, with signature lines).
• Your branding — logo, company name, address, phone, email, accent color, and terms & conditions.
• Auto-attached to the "quotation sent" email, and downloadable by both you and the customer.
• Fully offline — generated with a bundled engine; no third-party service and no remote asset loading.

9. Email automation

Ten editable templates cover the entire lifecycle.

Each email can be turned on or off, has an editable subject and body, and supports placeholders. Emails are wrapped in a branded HTML layout using your company name and accent color, and sent from your configured From name and address.

Available placeholders: {customer_name} {quote_id} {quote_link} {company_name} {customer_message} {reply_message} {quote_total} {expiry_date} {payment_link} {items_table}

10. Customer portal — accept, reject, negotiate

A secure, login-free page for the customer to respond.

Every quotation email links to a secure, tokenized view of the quote — no account required. From there the customer can:

• Accept or reject the quotation.
• Send a message or request changes, starting a negotiation.
• Follow the conversation thread of the whole back-and-forth.
• Download the PDF quotation.

Responses are only allowed while the quote is respondable and not expired, and each action is protected with a security nonce.

11. Convert a quote to an order

Turn an agreed quote into a payable WooCommerce order.

One click converts an accepted quote into a native WooCommerce order at the agreed prices. The discount is applied as a negative fee, tax as a fee line, and shipping as a shipping item, so the order total matches the quote total exactly. The order and quote are linked to each other, the quote is marked Converted, and the customer receives a secure payment link.

12. Suppliers

Source pricing from your suppliers without leaving the quote.

• Supplier directory — add, edit, and remove suppliers (name, contact, email, phone, company, categories, notes).
• Send RFQ to suppliers — email selected suppliers a request containing an items table and the customer's requirements.
• Configurable supplier email — set the subject and intro text.
• The quote advances to Sent to Supplier and the action is logged internally.

13. B2B role-based pricing

Give each customer tier its own pricing automatically.

Set a percentage discount per user role (for example Wholesale −20%). It applies to product, variation, and sale prices, and when a customer belongs to multiple roles the highest matching discount wins. Toggle the whole feature on or off from the B2B Pricing tab.

14. Import & export

Move quote data in and out as CSV.

• Export quotes — all, by status, or a specific selection chosen with a search-as-you-type picker.
• Per-quote export from the detail screen, and a separate line-items export.
• Import quotes — header-mapped CSV that groups rows into multi-item quotes, matches products by ID or SKU, and accepts optional quoted price and status.

15. Settings reference

Everything is configured under Woo RFQ Pro → Settings.

16. Licensing & updates

Two ways to license, one to keep up to date.

• CodeCanyon build — activate with your purchase code; updates arrive through CodeCanyon.
• Self-hosted build — activate with a license key. Activation limits, expiry, and revocation are enforced, with a 14-day offline grace period so a server hiccup never disables a live store.
• Automatic updates — the self-hosted build offers one-click updates right in the WordPress dashboard, delivered securely over HTTPS from your license host.

17. Security & compatibility

Built to WordPress standards.

18. FAQ

Quick answers to common questions.

Does it work with my theme?

Yes — both block/FSE themes (such as Twenty Twenty-Five) and classic themes, with precise button-placement controls.

Can I hide prices and only allow quotes?

Yes. Toggle Hide prices and Hide Add to Cart, globally or scoped by your display rules.

Can customers negotiate?

Yes. They can accept, reject, or message you, and there is a full negotiation thread plus a revision history on every quote.

Can a quote become a real order?

Yes. Convert an accepted quote into a native WooCommerce order at the agreed prices and email a secure payment link.

Can I restrict RFQ to certain products or customers?

Yes — by product, category, user role, or guests.

Will my data be removed if I uninstall?

Only if you choose to. There is a delete-all-data-on-uninstall toggle under Advanced.

19. Troubleshooting

If something looks off, start here.