Create and share offers

An offer is what you send a customer: the products they asked for, with prices per quantity, for the markets they ship to. You can build it with AI, by hand, or from your curated list, then edit it and share it as a link or a document.

Two words you will see everywhere:

• Product level: Standard, Premium or Sustainable. It steers which products are chosen for the offer.
• Recommended: the product you suggest first for a market. The customer sees it at the top, with any alternatives under it.

All your offers are on the Offers page. Search by title, reference or customer, click a row to open an offer, copy its link, or delete it with the bin icon.

This article has four parts:

1. Create an offer with AI
2. Create an offer manually
3. Edit an offer
4. Share an offer

1. Create an offer with AI

Build with AI turns a customer request into a draft offer. Open it with the Build with AI button on the catalog, with New offer on the Offers page, or inside an open offer.

Build an offer from a request

1. Type or paste the request in the message box. Name the products, the countries or regions, and the customer, for example: "Business cards and mugs for Demo Customer, shipping to the UK and Germany." Add a product level if it matters ("premium mugs", "sustainable tote bags").
2. Press Enter or the send arrow. The page is blurred while it works. A simple request takes one to three minutes.
3. The offer opens on the right. Where one product cannot ship everywhere, it is split into market groups, each with a recommended product and alternatives. A market no product can reach gets an empty group that says so.
4. Check it, then change anything by hand (part 3) or by asking the AI.

If the request is missing something, such as where it ships, the AI asks one question first. The question can show twice in the chat. Answer it once.

Which customer the offer is for. If the name you give matches a customer in Customers, the offer is linked to that customer. If not, it is created for a new prospect. To be sure it uses an existing customer and their prices, create the offer with Create manually or from your curated list and choose Existing customer (part 2).

Tips:

• Keep one request to a handful of products. Very long requests can run out of time and create nothing. Split them by region or into smaller groups of products.
• The customer name you give becomes the offer title. Check the title and the customer on the offer.
• Attaching a brief (PDF) does not work yet. Paste the text of the brief into the message instead.

Ask about the catalog

Ask a question instead of a request, for example "Do we have water bottles that ship to Germany?" The AI answers with the products it finds, their category, product level and starting price. Nothing is created.

Change an open offer

Open an offer, click Build with AI, and ask for a change in plain words, for example "Remove the alternative for the T-shirts". The AI knows which offer you are in, so you do not need to name it.

Check the offer on the right afterwards. The reply can say "0 products" even when the change was made. Adding a new product this way does not always work yet, so use Add product instead (part 3).

Create pictures for products with AI

Some products have no photo in the catalog, or a stand-in labelled Illustrative image. You can have AI draw one for this offer, in two ways:

• By hand, one product at a time: click the gear icon on the product to open its settings, then Regenerate with AI under Images. See Line settings in part 3.
• By asking the AI: in an open offer, ask "Regenerate all images" or "Regenerate the image for the T-shirts". The AI tells you how many images it will draw and how long it will take ("1 image, about a minute"), and waits for Go ahead or Not now.

Each image has a small AI cost, so only draw the ones you need.

The new pictures are used on this offer only. The catalog is not changed, and every AI picture carries an Illustrative image label wherever the customer sees it.

Your chats

• History (clock icon) lists your chats, each with the offer it belongs to or "Catalog", and when. Click one to go back to it.
• New chat (plus icon) starts a fresh conversation.
• After a build, use the thumbs up or down to tell us whether the offer was right.
• Leave the AI model menu under the message box as it is.

2. Create an offer manually

From scratch

1. On Offers, open the menu on New offer (the plus) and choose Create manually.
2. Choose Existing customer and pick them, or New prospect and type the company name.
3. The offer opens empty. Add products as described in part 3.

From your curated list

Go to your curated list and use Create an offer on the right. See Save products to a curated list.

3. Edit an offer

Title and status

• Click the pencil next to the title to rename the offer.
• Set the status next to it: DRAFT, SENT or ACCEPTED. The status only changes when you change it.

Markets and product level

Click Edit on the Markets card:

• Where this offer ships: choose regions (North America, Europe, United Kingdom, Middle East, APAC, Latin America, Africa), or leave it on All markets.
• Tier preference: the product level for the offer (Standard, Premium or Sustainable). New products take this level. Each product can have its own.

Each product shows where it ships, for example "Ships to 1 country in United Kingdom". If it does not reach every country in its group, the offer says "Not offered in ..." under it.

Products and market groups

• Add product: opens the product picker. Choose where to look (the category, your curated list, or the whole catalog), search, open a product and pick a configuration.
• Edit on a product: change its product level and its market groups. Use one group when the same product ships everywhere. Add a group per region when regions need different products, for example a Germany group and a Middle East group for T-shirts made in different places.
• An empty group means no product in the catalog ships there. Try another product, or remove that market and tell the customer.
• Move a product up or down with the arrows, or Remove it.

Recommended and alternatives

Each market group has one Recommended product and can have Alternatives.

• Add alternative: pick another product for the same group.
• Make recommended: swap an alternative into first place.
• Change: replace a product with another one.
• Edit copy (pencil): change the name and description shown to the customer.
• Bin icon: remove it.
• Drag a product by its handle to move it to another group or product.

Line settings (gear icon)

For each product in the offer:

• Product description: use the catalog text, or write your own.
• Pricing tiers: the quantities the customer sees prices for. Untick the ones you do not want. They disappear from the link, the PDF and the Excel.
• Images: show or hide product images. Regenerate with AI draws a new picture for this offer (a small AI cost, about 30 seconds). You see it next to the current one: choose Use this image, Discard or Try again. Reset to PIM image puts the catalog photo back.
• Start on a new page in the PDF.

What the documents show

• Intro note: the short text at the top of the offer.
• Title page: show or hide the logo, title, customer and offer ID.
• Document details: date issued, valid until, customer name, offer currency (EUR, USD or GBP), company, website, and the contact name and email. An offer has one currency. The contact is you unless you change it. It is the address the customer's Accept and Request a change go to.
• Implementation brief (internal): a summary for the Ciloo team, filled in automatically. Download it with Download XLSX. The customer never sees it.

If someone else changes the same offer while you are editing, the offer reloads and tells you your last change was not saved. Make it again.

4. Share an offer

Before you send

• The right customer, or the prospect's name, is on the offer.
• Valid until is set in Document details.
• The currency is the one the customer pays in.
• The contact has a name and email. The customer's reply goes there, and without an email the customer gets no Accept or Request a change buttons.

Send it

1. Click Copy offer link at the top of the offer.
2. Paste the link into your email to the customer. They open it without logging in.
3. Set the status to SENT.

Open offer shows you exactly what the customer sees. Export downloads Offer (PDF), Offer (Excel), or the Implementation brief (Excel), which is for the Ciloo team only.

What the customer sees

The offer summary, each product with its price per quantity and specifications, the alternatives, the currency and whether VAT is included. They can also copy the link, or download the offer as PDF or Excel.

Prices on the link are always current. A downloaded PDF or Excel shows the prices from the day it was made.

Put your commercial and legal terms (payment, delivery, conditions) in your email, not in the offer.

How the customer answers

At the top of the offer, the customer has these buttons. Each one opens an email in their own mail app, addressed to the contact in Document details (you, unless you changed it):

• Accept this offer: the email is already written, with the offer number in the subject. They just send it.
• Request a change: the email is started for them. They add what they want changed and send it.
• Questions? Contact (your name): for anything else.

The reply lands in your inbox. Then:

• For a change: update the offer in the portal. The same link shows the new version, so you do not need to send a new one.
• When they accept: set the status to ACCEPTED.