Stripe Quote Workaround + Accept/Reject Email Flow

Stripe Quote Workaround + Accept/Reject Email Flow

Stripe is one of the best payment platforms out there — but when it comes to sending quotes with accept/reject buttons via email, it’s not as straightforward as many bookkeepers would like.

If you're a freelancer or bookkeeping service provider looking to streamline your quote approval and payment flow, this blog shows you how to build an easy workaround using Stripe, Gmail, and basic automation.

🔹 What’s the Problem with Stripe Quotes?

While Stripe does allow you to create branded quotes and even accept payments, there are some limitations:

🔸 No built-in accept/reject email buttons
🔸 No automated follow-up once a quote is approved
🔸 Clients may get confused about next steps
🔸 Manual steps still needed after approval (invoicing, contract, etc.)

That’s why many bookkeepers set up a smart workaround — one that mimics a full quote approval process without complex software.

🔸 Stripe Quote Workaround – Step-by-Step

1. Create the Quote in Stripe

• Add line items (monthly services, catch-up bookkeeping, etc.)

• Enable “Collect Payment” after approval

• Save the Quote URL for sharing

2. Build a Custom Email (Gmail or CRM Template)

Include the following structure:

Hi [Client First Name],

Please review your bookkeeping quote below. You can approve or reject with one click.

🔹 View Quote: [Stripe Quote Link]
🔸 Accept Quote: [Link to simple “Accepted” form or Zapier webhook]
🔸 Reject Quote: [Link to “Decline” form or Google Form]

Once approved, we’ll send your onboarding and first invoice automatically.

Kind regards,
Your Name | Justwise Accounting

3. Use a Simple Form or Zapier Link for Accept/Reject

• Create a Google Form with YES/NO options

• Or use a Zapier webhook to log responses

• Trigger follow-up actions automatically:
  🔹 “Accept” → send onboarding, contract, invoice
  🔹 “Reject” → pause automation or follow up later

🔹Optional: Add Conditional Logic with Zapier or Make.com

Once a client clicks “Accept,” trigger:

🔸 Stripe invoice with payment link
🔸 Xero contact + invoice creation
🔸 Welcome email with next steps
🔸 Contract sent via PandaDoc or Bonsai

This transforms Stripe from just a quote tool into a complete workflow system — without using expensive CRM software.

🔸 Why This Works for Bookkeepers and Freelancers

🔹 It keeps everything simple for your client — just a quote, a button, and done
🔹 It removes your need to manually follow up or guess when a quote was accepted
🔹 It works with free tools (Google Forms, Gmail, Zapier Free Tier)
🔹 It improves trust and makes you look professional

Most importantly, it reduces friction in your onboarding and billing — helping you get paid faster.

Bonus Tip: Use Stripe’s “Test Mode” to Trial Your Workflow

Before going live, test everything in Stripe’s Test Mode:
🔸 Preview your quote
🔸 Send dummy emails to yourself
🔸 Confirm automation triggers properly
🔸 Make sure clients aren’t confused

This gives you full confidence your process will work when it matters.

Final Word

You don’t need a full CRM or proposal software to run a smooth quote workflow. With a few simple tools and a smart setup, Stripe can become your all-in-one platform for quote approvals, payments, and onboarding.

As a bookkeeper or freelance provider, this small upgrade can save you hours every month — and eliminate quote limbo forever.

At Justwise Accounting, we help businesses create frictionless financial workflows — from proposals to payments — with tools they already have.