Acceptance link for online sign-off

The acceptance link is Flino’s main conversion lever. Instead of “please confirm by email”, your customer gets a link to an offer page. There they see the offer, can ask questions, and accept or decline it bindingly.

How the acceptance link is created

Once an offer exists, Flino can create an acceptance link for it. There are two ways:

Automatically when sending

In Settings → Email the switch Insert online acceptance link automatically (on by default) controls whether Flino puts the link into the offer email. It appears there in the line “View offer online:”, see Send offer. In sequence templates you insert the link with {{offer_acceptance_link}} once you have switched on Enable acceptance link variables in sequence templates, see Templates.

Manually from the offer

1. Open the offer.
2. In the Offer link card, click Create offer link. While the offer is expired, the button stays locked.
3. Use Copy link to put the URL into your clipboard so you can paste it anywhere, for example into your own email or a chat.

Each offer has one link. The card shows it as soon as it exists, and every follow-up email uses the same one. If your customer has already decided, Flino no longer creates a new link (“A decision already exists for this offer.”).

How long the link stays valid

An acceptance link has no fixed expiry date. It works as long as the offer is open, even if your customer takes months to decide. Until October 2026 a link was only valid for 30 days; that limit is gone, and older links of open offers work again.

What your customer sees depends on the state of the offer:

State of the offer	What your customer sees via the link
open, before valid until	the full acceptance page, acceptance possible
open, valid until has passed	the full acceptance page; accepting no longer works, but Request extension and Decline do
your customer accepted or declined	their decision with its date
you marked it as Won or Lost	”This offer is no longer available.”
you switched the link off	”This offer is no longer available.”
deleted	”This link is invalid or has expired.”

With “no longer available”, the page only shows your logo, the sentence “If you have any questions, please contact [sender name].” and a Send an email button to your sender address. Prices, the PDF, and documents are no longer visible, and your customer can neither accept nor decline, send messages, nor request an extension.

This can be undone: if you set a won or lost offer back to an open status or switch the link back on, the same link works again. You do not have to send a new one.

Acceptance period without “valid until”

Whether your customer can accept is decided by the offer’s valid until date. If the offer has none, a period of 12 months from sending applies (for offers never marked as sent, from creation). After that the page behaves like an expired offer. Once you enter a date, that date applies.

Switch the link off

To close a single offer for your customer without changing its status, switch off its link:

1. Open the offer.
2. In the Offer link card, click Switch link off. The card then shows “Link switched off. Customers see ‘This offer is no longer available’, and new emails no longer contain the link.”
3. Switch link back on undoes it.

Only the owner of the offer can change the link; everyone else gets the notice “Only the owner of the offer can change the link.” While the link is switched off, Flino leaves it out of new follow-up emails, and if you reply to a message from your customer, they do not get an email about it. If an offer is won or lost, the card says instead that the link is closed for that reason.

The Activate sales room toggle in the settings works differently: it hides the sales room content on all offers, while the acceptance page itself stays available.

What the customer sees

When your customer clicks the link, a public offer page opens. No login required, the link is protected by a one-time token.

From top to bottom, the page contains:

• Header: your logo, the offer number and the recipient’s company, and the heading “Your offer from [organisation]”. Below it are the amount (with a net or gross suffix if set on the offer) and valid until, the buttons View offer (opens the PDF) and Go to acceptance, and, if uploaded, the link to the terms.
• Sender: the profile photo of the person who owns the offer (initials otherwise), the sender name from Settings → Organisation → Sender name, and the organisation name. If the sales room is active, the welcome text and a personal video message appear here too.
• Sales room content, if active: scope of services, image gallery (“Insights”), videos, documents, and frequently asked questions
• Your decision: the offer PDF as the basis of acceptance, name and signature depending on your settings, the terms checkbox, and the buttons Accept offer, Decline, and, after expiry, Request extension
• Not ready yet?: a booking button (if enabled in the sales room), your sender email address, and the message field
• Footer: a transparency notice that visits are processed on behalf of your organisation, optionally with a link to your privacy policy. There is also a note about Flino. On paid plans you hide it with the Show Flino branding on acceptance pages switch in Settings → Organisation; on the Free plan it stays.

While scrolling, a slim bar with the amount, the validity, and the To the decision button stays at the top. You choose the page background in the sales room, see Page background.

The page addresses your customer with Du or Sie, depending on the contact’s salutation style. You see and change it on the offer’s detail page in the Salutation style (Du/Sie) card. Whether the amount shows “net” or “gross” you set there in the Price display (net/gross) card. The privacy link and the accent colour are set in Settings → Sales Room (Privacy policy (public offer page), Offer page accent color).

Binding acceptance

1. The customer clicks Accept offer.
2. Modal “Accept offer?” with the note that this action cannot be undone.
3. If you uploaded terms, the required checkbox I have read and agree to the terms and conditions must be ticked first.
4. Click Yes, accept.

What Flino does next:

• Set status to “Won”, with the acceptance date
• End any active sequence (reason: offer accepted)
• Add an event to the offer’s activity timeline
• Show a confirmation to the customer on the page: “Thank you. Your binding acceptance has been recorded.”
• Email all members of your organisation, including the proof PDF for acceptances with a name

Acceptance with name and signature

The full explanation with all modes, required fields, and the legal framing is on the Electronic signature page.

How formal the acceptance is, you configure in Settings → Sales Room → Acceptance & signature. The name and signature modes are part of the paid plans; on the Free plan your customer always accepts with a click. Four levels are available:

Mode	What your customer does
Acceptance only (no name)	confirms with a click, as described above
Name + checkbox	enters their full name and confirms
Name + optional signature	name is required, the signature in the drawing field is optional
Name + required signature	name and drawn signature are both required

In the name modes you can additionally require company and role; your customer can always provide an email address voluntarily. On the page they see the acceptance statement “I hereby bindingly accept this offer.” (for offers with a PDF: “I hereby bindingly accept this offer as set out in the provided offer document (PDF).”) and the note “This acceptance is a simple electronic signature. No identity verification is performed.” The accept button only becomes active once all required fields are filled. Signing happens right in the browser, with mouse, trackpad, or finger.

Acceptance confirmation by email

If the Confirmation email to the customer is enabled in the same settings (default), your customer automatically receives a confirmation email after accepting, sent to the contact’s address or to the address they entered when accepting. For acceptances with a name, the acceptance confirmation is attached as a PDF (annahmebestaetigung.pdf) with name, time, and the accepted statement. Flino also attaches the offer PDF if it is at most 8 MB. Regardless of that, the acceptance is valid the moment your customer confirms.

Decline

Decline opens a dialog in which your customer picks a reason: price too high, scope does not fit, timing does not fit, chose another provider, no longer needed, or other (with their own text). The dialog also offers to write you a message instead. If they choose that, the page jumps to the message field and the offer stays open.

If they confirm the decline:

• Status set to “Lost”
• Sequence ended (reason: offer declined)
• All members of your organisation receive an email

After a decline: reoffer

A declined offer is closed. Its detail page shows the Follow-up offer card with the Reoffer button. Flino then creates a new offer and opens it (toast “Follow-up offer created. Context was carried over.”):

• Carried over: contact, company, title, amount, currency, the net/gross setting, and the service description.
• Not carried over: offer number, validity, and PDF. The new offer gets its own values and starts with status New.
• As important notes, Flino adds the decline reason with the customer’s comment, the last customer reply, and the predecessor’s most important note. That way the AI knows the background.

Both offers link to each other (View successor: [title] and Successor of: [title]). The follow-up offer counts towards your quota like any new offer.

Request extension

The button Request extension appears only after the acceptance period has ended, that is after the valid until date or, if none is set, 12 months after sending. It is not visible before: there is no “expiring soon” hint, just a clear option once the offer has expired.

1. The customer clicks Request extension.
2. Modal with confirmation: “The provider will be notified of your request and can extend the validity of the offer.”
3. All members of your organisation receive a notification in Flino and an email. The event appears in the offer’s activity timeline.

An expired offer can no longer be accepted unless you, the provider, extend the valid until date. Decline and Request extension stay available.

You enter the new date on the offer page directly at the Valid until field (pencil icon), or, for offers with versions, in the active version. It applies right away to the link you already sent.

Questions directly via the acceptance page

Your customer does not have to write a separate email for questions: via Send message on the acceptance page, they ask directly (up to 1,000 characters, at most five messages within 24 hours). All members of your organisation receive a notification in Flino and an email. You see the message on the offer in the Messages card (it appears as soon as the first message arrives) and reply there with Reply. If the contact has an email address, the offer is not decided yet, and the link is not closed, Flino notifies your customer of your reply by email. They read it on the acceptance page.

Upload terms

Optionally, you can upload your terms as a PDF in Flino so they are linked on the acceptance page and the required checkbox is enforced.

1. Go to Settings → Sales Room and find the Terms & Conditions card.
2. Upload your PDF with Upload PDF (max. 10 MB).
3. The acceptance page now shows the link to the terms and the required checkbox.

If you don’t upload terms, the required checkbox simply doesn’t appear; acceptance still works. You can send the same terms as an attachment when sending the offer.

What happens to old links?

If your customer has several links to an offer, for example from older emails, they all behave the same: they follow the state of the offer as described under How long the link stays valid. Each offer has exactly one decision. Once it has been made (accept or decline), all links only show the decision with its original date.

Old link after switching to a new offer version

Acceptance links follow the active version. When you activate a new offer version, a link you already sent and that has not been decided on shows the new revision right away (title, amount, validity, PDF). You do not need a new link for that. If your customer has already decided, the decision stays bound to the version they saw.

Locale of the acceptance page

The page is shown in the language stored for the contact (German or English). If nothing is stored, Flino falls back to the browser language and finally to German.

Tips

• Logo: if you want your customer to see your logo, upload it in Settings → Organisation in the imprint under Logo (optional). For a crisp result it should be at least 200 px tall. If you replace the logo, your customers see the new one right away.
• Sender name: read exclusively from Settings → Organisation → Sender name. Adjust the value there directly; the name in your profile has no effect on the acceptance page.
• Profile photo: the photo next to the welcome text, however, comes from the profile of the person who owns the offer (Settings → Profile → Profile photo).