Online Offer/Quote Generation
Document Information
- Feature Name: Online Offer/Quote Generation
- Document Version: 2.0
- Last Updated: 2026-01-15
- Status: Active
- Owner: Product Team
- Change Log: v2.0 - Converted to business-focused format with measurable outcomes and success metrics
Overview
Purpose
The Online Offer/Quote Generation feature enables rental companies to create, calculate, and share professional price quotes with customers through multiple channels (PDF documents and shareable online links). This feature bridges the gap between customer inquiry and reservation by providing real-time availability checks, accurate pricing, and professional presentation of rental options.
Problem Statement
Rental companies need an efficient way to:
- Respond quickly to customer price inquiries without creating formal reservations
- Compare multiple vehicle options for customers at different price points
- Generate professional, branded documents that can be shared via email, messaging, or web
- Calculate accurate pricing including seasonal adjustments, delivery costs, and deposit requirements
- Provide customers with self-service access to view offers without system login
- Support multi-language customer communications across international markets
Business Value
| Value Area | Measurable Outcome | Measurement Method |
|---|---|---|
| Conversion Improvement | Increase inquiry-to-booking conversion rate by 15-25 percentage points | Compare booking rates for customers who received online offers vs. verbal quotes |
| Operational Efficiency | Reduce quote preparation time from 15 minutes to under 3 minutes (80%+ reduction) | Time tracking studies comparing manual vs. system-generated quotes |
| Customer Accessibility | Enable 24/7 offer viewing, targeting 40% of offer views outside business hours | Analytics tracking on online offer page access times |
| Brand Consistency | 100% of partner-generated offers follow brand guidelines | Audit sampling of generated documents |
| Revenue Protection | Eliminate pricing errors in delivery cost calculations, targeting zero manual calculation errors | Comparison of quoted vs. actual delivery costs |
Success Metrics
Measurement Framework
- Baseline Period: 30-day pre-implementation measurement
- Data Sources: CRM system, quote generation logs, reservation analytics, customer surveys
- Review Frequency: Monthly during first quarter, quarterly thereafter
Key Performance Indicators
| Metric | Definition | Baseline | Target | Measurement Method | Timeframe |
|---|---|---|---|---|---|
| Quote-to-Booking Rate | Reservations ÷ Offers generated × 100 | Current conversion rate (establish baseline) | +15-25 pp improvement | Track offer IDs through to reservation completion | 6 months |
| Quote Generation Time | Time from inquiry to offer sent | 15 minutes (manual) | < 3 minutes | System timestamps on offer creation workflow | 3 months |
| Offer View Rate | Customers who open shared links ÷ Links sent × 100 | N/A (new capability) | > 70% view rate | URL click tracking analytics | 3 months |
| After-Hours Engagement | Offer views outside 9am-6pm local time | N/A | > 40% of total views | Timestamp analysis of page visits | 3 months |
| Multi-Vehicle Comparison | Offers with 2+ vehicles ÷ Total offers | Estimate: 10% | > 40% | Calculation record analysis | 6 months |
| Delivery Quote Accuracy | Offers with delivery where quoted = actual | Estimate: 85% | 99%+ | Comparison audit of quotes vs. invoices | 6 months |
| Language Coverage Utilization | Non-English offers ÷ Total offers (for international markets) | Estimate: 20% | > 50% in eligible markets | Language selection tracking | 6 months |
| White-Label Adoption | Partners using white-label ÷ Eligible partners | N/A | > 60% | Feature usage analytics | 6 months |
Target Users
| User Role | Business Context | Primary Goals |
|---|---|---|
| Rental Operator | Frontline staff handling customer inquiries via phone, email, chat | Respond to pricing questions quickly and professionally |
| Partner Company | External businesses selling rentals under their brand | Maintain brand identity while leveraging platform capabilities |
| Customer | Individual or business seeking rental vehicle | Compare options, understand total costs, make informed booking decisions |
| Sales Manager | Team lead overseeing quote activity | Monitor conversion effectiveness and pricing consistency |
User Stories
US-1: Generate Price Quote for Customer Inquiry [P0]
As a rental operator I want to select vehicles and generate a price quote So that I can respond to customer inquiries within 3 minutes with accurate, professional pricing
Acceptance Criteria:
- Given a customer inquiry about rental availability
- When the operator selects dates, times, and vehicles
- Then the system calculates and displays accurate pricing within 2 seconds
- And the operator can generate either PDF or shareable link
- And the quote includes full price breakdown (base rate, deposit, delivery, extras)
- And the offer language can be selected from 12 supported options
US-2: Include Delivery Costs in Offer [P0]
As a rental operator I want to calculate and include delivery charges automatically So that customers see complete rental costs with zero manual calculation errors
Acceptance Criteria:
- Given a rental offer with delivery service requested
- When the operator enters pickup and return addresses
- Then the system calculates distance-based delivery cost using configured rates
- And delivery appears as a separate line item in the price breakdown
- And round-trip delivery can be configured with one click
US-3: Share Online Offer Link with Customer [P1]
As a rental operator I want to generate a shareable link to the offer So that customers can review pricing at their convenience without requiring system access
Acceptance Criteria:
- Given a completed price calculation
- When the operator requests an online offer link
- Then the system generates a secure, shortened URL
- And the link can be copied with a pre-formatted message for sharing
- And the customer can view the offer without login credentials
- And the offer displays in the selected language with company branding
US-4: View Online Offer as Customer [P1]
As a customer I want to view offer details via a shared link So that I can review vehicle options and pricing on any device at any time
Acceptance Criteria:
- Given a shared online offer link
- When the customer opens the link on any device
- Then the page displays vehicle photos, specifications, and pricing
- And rental dates, locations, and terms are clearly shown
- And cancellation policy and payment methods are visible
- And the page loads within 3 seconds and is mobile-responsive
- And no login or account creation is required
US-5: Generate White-Label Offers [P1]
As a partner company I want to generate offers without platform branding So that I maintain my brand identity with customers
Acceptance Criteria:
- Given a partner with white-label feature enabled
- When they generate an offer with white-label option selected
- Then platform branding is completely removed from all outputs
- And only the partner’s company details appear
- And the feature is only available with appropriate subscription tier
US-6: Download PDF Offer [P0]
As a rental operator I want to download a formatted PDF version of the offer So that I can email or print professional documents for customers
Acceptance Criteria:
- Given a completed price calculation
- When the operator generates a PDF offer
- Then the document includes company logo, branding, and professional formatting
- And vehicle images, details, and full pricing breakdown are displayed
- And terms, conditions, and cancellation policy are included
- And the PDF generates within 5 seconds
- And the filename follows consistent naming convention
Functional Requirements
FR-1: Quote Calculation Engine
- Calculate rental pricing based on date range, duration, and applicable tariffs
- Apply seasonal pricing adjustments automatically based on rental dates
- Support selection and comparison of multiple vehicles in single quote
- Display real-time vehicle availability status during selection
- Calculate delivery costs based on distance and configured rates
- Show complete price breakdown: base rate, deposit, included distance, extra distance rate, delivery
FR-2: Offer Generation & Distribution
- Generate branded PDF documents with company logo and professional formatting
- Create shareable online offer links with secure, encrypted URLs
- Support 12 languages for offer content (EN, IT, RU, DE, FR, ES, PT, PL, ZH, NL, CS, LT)
- Enable white-label option to remove platform branding (subscription-dependent)
- Provide copy-to-clipboard functionality with formatted sharing message
- Store offer data for retrieval and conversion tracking
FR-3: Online Offer Experience
- Display offers on publicly accessible, mobile-responsive pages
- Show vehicle photos, specifications, and pricing without requiring login
- Display rental terms, cancellation policy, and accepted payment methods
- Render pages server-side for fast loading and accessibility
- Support direct access via shortened URLs
FR-4: Vehicle Selection & Filtering
- Display available vehicles with photos in grid layout
- Filter by brand, category, partner, location, and fleet type
- Indicate availability status visually
- Support bulk selection actions (select available, reset selection)
- Limit selections to available vehicles only
FR-5: Address & Delivery Management
- Provide address autocomplete for pickup and return locations
- Calculate distances between addresses for delivery pricing
- Support same-address for round-trip delivery scenarios
- Apply distance unit preferences (km/miles) per company settings
Business Rules
BR-1: Access & Permissions
- Offer generation requires appropriate role permissions (Admin, Operator, Partner)
- Pricing visibility requires specific calculator permissions
- Extended filtering options available with elevated permissions
- Full functionality requires appropriate subscription tier
BR-2: Pricing & Calculations
- Tariff matrix determines base pricing based on rental duration
- Seasonal adjustments apply automatically based on date range
- Delivery costs calculated using configured distance-based rates
- Prices rounded to nearest integer for display and storage
- Currency and distance units follow company settings
BR-3: Vehicle Availability
- Only available vehicles can be included in offers
- Availability verified against existing reservations for entire date range
- Partially available vehicles display warnings
BR-4: Offer Validity & Terms
- Offers valid for duration specified in company settings
- Cancellation policy displayed based on company configuration
- Currency, timezone, and formatting follow company preferences
BR-5: White-Label & Branding
- White-label removes all platform branding from outputs
- Available only with appropriate subscription feature
- Partner company details always displayed (unless explicitly removed)
BR-6: Security & Privacy
- Offer URLs use encrypted identifiers to prevent enumeration
- Public pages accessible without authentication
- No personally identifiable information exposed in URLs
Acceptance Criteria
AC-1: Complete Quote Generation Flow
Given an operator with offer access permissions When they select dates, vehicles, and optional delivery addresses Then the system calculates accurate pricing including all applicable fees And generates a downloadable PDF within 5 seconds And the PDF includes complete branding, pricing breakdown, and terms
AC-2: Online Offer Sharing
Given an operator completes a price calculation When they generate an online offer link Then a secure, shortened URL is created and displayed And the link can be copied with one click And a pre-formatted sharing message is included
AC-3: Customer Offer Viewing
Given a customer receives an online offer link When they open the link on any device Then the page loads within 3 seconds And displays all vehicle options with photos and pricing And shows rental dates, locations, and terms clearly And is fully functional on mobile devices And requires no login or registration
AC-4: White-Label Generation
Given a partner with white-label feature enabled When they generate an offer with white-label selected Then all platform branding is removed from PDF and online offer And partner company details are prominently displayed
AC-5: Multi-Language Support
Given an operator selects a non-English language When they generate PDF and online offers Then all content displays in the selected language And date and currency formatting follows language conventions And all functionality remains fully operational
AC-6: Delivery Cost Accuracy
Given an operator includes delivery in an offer When they enter pickup and return addresses Then the system calculates distance automatically And applies configured delivery rates accurately And displays delivery as a separate line item in pricing
Dependencies
Upstream Dependencies
- Vehicle Management: Availability data, vehicle specifications, photos
- Pricing Engine: Tariff matrices, seasonal adjustments
- Company Settings: Currency, timezone, cancellation policies, delivery rates
- User Authentication: Role-based permissions
- Subscription Management: Feature flag access (white-label, multi-cost)
Downstream Dependencies
- Reservation System: Offer conversion tracking
- Analytics: Engagement and conversion metrics
- CRM: Customer communication logging
External Services
- Address Validation: Autocomplete and geocoding for delivery addresses
- URL Shortening: Link compression for sharing
- Image Hosting: Vehicle photo delivery and transformation
Non-Functional Requirements
Performance
- Quote calculation: < 2 seconds
- PDF generation: < 5 seconds
- Online offer page load: < 3 seconds
- Support up to 20 vehicles per calculation
Scalability
- Handle 1,000+ concurrent calculations
- Support unlimited stored calculations
- Maintain performance as offer volume grows
Security
- Encrypted URLs prevent offer enumeration
- Rate limiting on public endpoints
- No PII exposed in shareable URLs
Usability
- Mobile-responsive design for all interfaces
- Accessible date and time selection
- Clear loading indicators and error messages
- Intuitive multi-vehicle selection
Reliability
- Graceful degradation on external service failures
- Fallback handling for image loading errors
- Default values when settings unavailable
Glossary
| Term | Definition |
|---|---|
| Calculation | Saved record of selected vehicles, dates, addresses, and pricing for an offer |
| Online Offer | Publicly accessible web page displaying offer details via shareable link |
| White-Label | Offer format without platform branding, showing only partner company details |
| Tariff Matrix | Pricing rules based on rental duration and seasonal periods |
| Delivery Cost | Distance-based transportation charge for vehicle pickup/return |
| Deposit | Refundable security amount required for vehicle rental |
| Included Distance | Distance allowance included in base rental price |
| Extra Distance Rate | Per-unit charge for distance exceeding included allowance |
| Cancellation Policy | Refund percentages based on days before rental start |