Inquiries and Quotes

Capture and manage customer inquiries before they become orders
Create and send quotes to customers
Convert inquiries directly to orders, or go through the quote process

What Are Inquiries?

Inquiries are potential orders from customers asking about pricing, availability, or custom options. BakeOnyx lets you capture these from multiple channels — phone calls, emails, walk-ins, social media, or your public inquiry form — and track them through to conversion.

Creating an Inquiry (Staff Form)

Go to Inquiries → New Inquiry. The form captures:

Source: Phone, Email, Walk-in, or Social Media
Customer info: Name, email, phone
Event details: Date, time (free-text like "2pm" or "Morning"), event type, guest count
Product customization: Select from 13+ product types (Cake, Cookie, Cupcake, Donut, etc.) — each shows relevant fields. Cakes support multi-tier with LOV dropdowns for size, shape, type, filling, covering.
Custom product types: Bakers can add their own product types (e.g., Brownies, Tarts) in Settings → Inquiries
Reference images: Upload up to 5 images showing what the customer wants
Budget, delivery preference, dietary requirements, allergens
Deposit recording: Amount, method, date, notes (staff only)
Priority and assignment: Assign to a team member, set urgency

Public Inquiry Form

Share your public inquiry form with customers via a link or embed it on your website. Customers fill out the same fields (minus internal ones like deposit and priority).

Features:

Header/footer text: Add custom instructions or terms above/below the form (Settings → Inquiries)
Product type selector: Same grid as staff form — customers pick their product type and see relevant customization fields
Image upload: Customers upload reference images directly
Product browser: Browse your published product catalog within the form
Turnstile protection: Anti-spam verification
Field visibility: Control which fields appear in Settings → Inquiries

Inquiry Settings

Go to Settings → Inquiries to configure:

Form sections: Toggle visibility of guest count, event time, dietary, allergens, budget, delivery preference
Product types: Enable/disable built-in types + add custom types
Header/footer text: Add formatted text above and below the form
Print ticket fields: Choose which fields appear on printed inquiry tickets
Workflow automation: Auto-convert to order when quote is accepted (optional)

Print Inquiry

From the inquiry detail page, click Print Inquiry dropdown:

Receipt Printer (80mm): Compact thermal receipt format for production
Full Page (A4): Professional PDF with all details, customer info, product customizations, and allergen alerts
Print Settings: Quick link to configure which fields appear on printouts

Converting to Orders

Three paths from inquiry to order:

Direct conversion: Click "Convert to Order" on the inquiry — creates an order immediately
Via quote: Create a quote, send to customer, they accept, then convert to order
Auto-convert: Enable in Settings → Inquiries → Workflow Automation — when a customer accepts a quote, the order is created automatically

All inquiry data carries through: customer info, event details, product customizations, deposit, dietary requirements, allergens, delivery address, and reference images.

Calendar Integration

Inquiries show on the calendar by event date. Once converted to an order, the inquiry disappears from the calendar and only the order shows — no duplicates.

Quotes

Create a quote from an inquiry or independently. Quotes include line items with quantities and pricing, and can be sent to customers via email with a public acceptance link. Accepted quotes can be converted to orders manually or automatically.