Create and send your first offer

This walkthrough shows the fastest path from sign-in to a sent offer with an active follow-up sequence.

Prerequisites

• Onboarding completed
• Email mailbox connected, Gmail or Microsoft 365 (otherwise sending is not possible)

Step 1 — Create the offer

You have two paths, both lead to the same result. Both start in the left navigation on Offers with the Capture offers button. Every new offer counts against your plan’s offer quota, see Billing.

Manually

1. Click Capture offers → Create manually. The page Create offer manually opens.
2. Optional: pick the Company or create one right there (Create company).
3. Pick the Contact (required) or create a new one under Create new contact: first name, last name, and ideally an email address. With an email address, the salutation is required too.
4. Title (required): Flino generates it from offer number, company, contact, and date. You can overwrite it, e.g. with “Website redesign for Mustermann GmbH”.
5. Optional fields: Offer number, Created on, Amount, Valid until, Service description, Delivery status, Pipeline (default: “Open”).
6. Click Save offer.

You land on the detail page of your new offer.

Upload a PDF (with AI data extraction)

1. Click Capture offers → Upload PDFs.
2. Drag your PDF into the drop zone or pick it from disk. Up to 20 files of max. 20 MB each are possible.
3. Click Start import.
4. Flino switches to the Import page and analyses the PDF. Title, amount, valid-until date, and customer data are extracted, and the status changes from “Analyzing…” to “Ready” (or “Email missing” if no address was found).
5. Click Review. The dialog Review & complete offer shows the extracted data. For company, name, email, and offer number, Flino shows Detected or Not detected.
6. Correct or complete every field Flino did not detect.
7. Click Create offer.

Import details: Create offer and Offer import.

Step 2 — Send the offer

On the detail page of the offer:

1. Click Send offer. Without an assigned contact, the button is greyed out.
2. If the contact has no email address, the dialog shows the notice Email address missing. Via Add email you add it in the dialog Email address required.
3. Flino shows you a pre-filled standard text for subject and body. If the online acceptance link is enabled in Settings (the default), the text contains the line “View offer online:” (in German emails “Angebot online ansehen:”) with the acceptance link. Flino attaches the offer PDF if there is one. If it is missing, tick Send without PDF anyway.
4. Optional: apply one of your templates with Use template, or click Suggest AI text if you don’t want to write it yourself. Flino then writes a sales-optimised draft that pulls in the offer context, such as scope of work, prior emails with the customer, and logged calls. The AI draft replaces the standard text in the editor; you can keep editing.
5. Edit subject and body as needed.
6. Click Send offer. If the contact’s salutation or last name is missing for a formal (Sie) address, the dialog Salutation missing opens first. Add it there or click Send anyway.

Toast “Offer sent successfully”: the send badge changes to Sent, and the send date is recorded.

In detail: Send an offer by email.

Step 3 — Activate a follow-up sequence

Right after sending, Flino jumps to the Follow-up automation card and asks “Offer sent. Have Flino follow up automatically?”

If the contact’s salutation is still missing for a formal address, the card first shows the notice “Salutation not set” with Set salutation and Skip. Then:

1. Under “Recommended: standard follow-up”, Start standard sequence starts three emails over about two weeks (day 3, 8, and 15). Preview shows the steps beforehand.
2. Alternatively, pick one of your sequences from the list under “Or pick your own sequence:”. Selecting it starts it right away. If you have no sequence of your own yet, Create sequence takes you to Sequences.

Toast “Sequence active – next email on [date]”. The sequence pauses automatically as soon as your customer replies.

Send window: Mon–Fri, 9am–11am Berlin time. Weekends and German public holidays are skipped.

Step 4 — What happens now?

• If the customer replies by email: the sequence pauses with reason “Customer replied”. You see the reply on the offer page under Activities and respond manually.
• If the customer responds through the acceptance link (binding accept / decline): the status switches automatically to Won or Lost, and the sequence ends.
• No reaction: the sequence keeps running until all steps are sent or you stop it manually.

In the pipeline you can see at any time which offers are open and which action is recommended next.