---
title: "Configure your quote form"
description: "Turn built-in fields on or off, add custom fields, and set conditional logic so buyers see a short, relevant quote form."
url: "https://www.quotway.com/docs/quote-form/configure-the-quote-form"
type: "documentation"
category: "quote-form"
updated: "2026-10-09"
locale: "en"
source: "QuotWay - B2B Quote & Negotiation App for Shopify"
---

# Configure your quote form

**Read time:** 5 minutes.
**Last updated:** October 9, 2026
**Who it's for:** Merchants choosing what buyers fill in when they request a quote.

Your quote form is what a buyer sees inside the QuotWay drawer when they tap "Request a quote." This article shows you how to turn the built-in fields on or off, add your own custom fields, set up conditional logic so the form stays short, and understand validation and pre-fill. Configure the form once and the storefront picks up your changes within a couple of minutes - no theme deploy needed.

---

> Watch: build your quote form - fields, rules, and live preview.

## Before you start

- QuotWay is installed and the app embed is on, so the quote button shows on your storefront. See [Add the quote button to your theme](/docs/storefront/quote-button-placement).
- You know roughly what you need to price a deal - quantities are always captured, but think about whether you also need a company name, a PO number, a delivery date, or a target price.
- For custom fields and conditional logic, check your plan. Built-in fields are on every plan; custom fields start on Starter; conditional logic is on Professional and up (see the callouts below).

---

## Where to configure the form

You can set up the quote form in two places, and both write to the same shop settings:

1. **During onboarding (Step 2)** - the form editor with a live preview, shown when you first set up QuotWay.
2. **Any time after** - go to **Apps → QuotWay → Settings → Quote form**.

Your changes save to your shop settings. The storefront drawer reads your latest setup the next time a buyer opens it, so updates go live within a couple of minutes without a theme deploy.

> **Note:** A buyer who already has the drawer open sees the form as it was when they opened it. The storefront fetches your form configuration once per drawer open, so a buyer who opened it before you saved keeps the old form until they refresh the page.

---

## Step 1 - Set your built-in fields

QuotWay ships with a set of built-in fields you can turn on or off. Some are always on because QuotWay can't create a quote without them; the rest are yours to toggle.

### Always-on fields

These three are required on every plan and can't be turned off - they're the minimum QuotWay needs to capture and respond to a quote:

| Field | Notes |
| --- | --- |
| Name | Pre-filled when the buyer is signed in. |
| Email | Pre-filled when signed in. Email format is checked in the buyer's browser. |
| Products and quantities | Pre-filled from the product the buyer was viewing. |

### Toggleable built-in fields

Turn these on or off to match how you sell. Defaults differ for stores QuotWay detects as B2B-capable, where procurement details are expected up front:

| Field | Why turn it on |
| --- | --- |
| Company name | B2B procurement teams expect to identify their company. |
| Phone number | An optional contact method, useful for urgent quotes. |
| Shipping address | For freight and logistics quotes where shipping is a real line. |
| Purchase order number | Procurement workflows often need a PO number up front. |
| Custom message / notes | A free-text "tell us more" field. Recommended on. |
| File attachment upload | For RFQs, drawings, and BOMs - available on Starter and up (see below). |
| Requested delivery date | Lets the buyer name a target delivery date. |
| Requested price per line | Lets the buyer suggest pricing, which speeds up negotiation rounds. |

To change them:

1. Open **Settings → Quote form** (or onboarding Step 2).
2. Toggle each field on or off.
3. Save. The live preview reflects your changes, and the storefront updates within a couple of minutes.

---

## Step 2 - Add custom fields

Need to ask for something the built-in fields don't cover - a tax ID, a project reference, an industry, or a delivery window? Add your own custom fields. Custom fields support text, number, choice, and similar input types, so you can capture exactly what you need to price a request.

To add one:

1. Open **Settings → Quote form**.
2. In the custom fields section, add a field.
3. Give it a label, pick a field type, and mark it required if it must be answered.
4. Save.

Your custom fields appear in the buyer's quote form and on the quote in your inbox, alongside the built-in answers.

> ⚠️ Custom fields require the **Starter**, **Professional**, or **Enterprise** plan. Starter includes up to **5** custom fields; **Professional** and **Enterprise** include **unlimited** custom fields.

---

## Step 3 - Add conditional logic (optional)

Conditional logic shows or hides a field based on how the buyer answered an earlier one, so the form asks only what's relevant and stays short. For example, you might show a "Shipping address" field only when the buyer selects "Ship to me," or reveal a "Tax ID" field only for buyers who pick "Reseller."

To set it up:

1. Open **Settings → Quote form** and select the field you want to show conditionally.
2. Add a condition: choose the controlling field and the answer that should reveal (or hide) this field.
3. Save.

The buyer sees the field appear or disappear in the drawer as they fill in the form.

> ⚠️ Conditional form logic requires the **Professional** or **Enterprise** plan.

---

## Validation and pre-fill

**Validation.** QuotWay validates what it can in the buyer's browser before they submit:

- **Email** - checked for a valid format before submit.
- **Phone** - no format is enforced; QuotWay stores whatever the buyer types.
- **Required fields** - a built-in or custom field marked required must be filled before the buyer can submit.
- **Requested price per line** - accepts decimals. If the buyer enters a price above your catalog price, you see a warning badge on the quote in your inbox.

**Pre-fill for signed-in buyers.** When a buyer is signed in to your storefront, QuotWay pre-fills what it can from their customer record so they type less:

- **Name and email** - filled from the customer record.
- **Company name** - filled from the buyer's B2B company when they're buying for one, otherwise from the company on their default address.
- **Phone** - filled from the customer's account phone, otherwise from the phone on their default address.
- **Shipping address** - filled from the customer's default shipping address.
- **Returning buyers** - if Shopify has no company or phone for the buyer, QuotWay fills them from the last quote that buyer sent you, so they only type them once. This uses only that buyer's own quotes at your store, and nothing is reused after a buyer asks to have their data erased.
- **PO number and custom message** - never pre-filled.

Pre-fill only fills empty fields, and the buyer can change anything before sending. There's no setting to turn it on - it's automatic for every signed-in buyer.

Guest buyers see empty fields. After they submit, they get a magic-link email to access their quote; if they create a customer account later, the quote attaches to that account. See [Guest quotes and account claim](/docs/buyer-experience/guest-quotes-and-account-claim).

---

## File attachments on the form

If you turn on the file attachment field, buyers can attach specs, drawings, BOMs, or artwork to their request. Attachments are available on Starter and up, with limits set by your plan. QuotWay validates each file's type and rejects files with malicious or active content.

> ⚠️ Buyer attachments require the **Starter**, **Professional**, or **Enterprise** plan, with per-plan file-count and size limits.

For the full limits, retention, and how validation works, see [File attachments](/docs/attachments/file-attachments).

---

## Common gotchas

- **The drawer shows a field I disabled.** The storefront fetches your form configuration once when the buyer opens the drawer. A buyer who opened it before you saved keeps the old form until they refresh the page.
- **Company or PO defaults aren't what I expected.** B2B-capable detection runs at install. If you enabled B2B after installing QuotWay, go to **Settings → Activation → Re-check** so QuotWay re-detects your store's capability.
- **A signed-in buyer's company or phone didn't pre-fill.** Shopify has nothing stored for them: no B2B company, no company or phone on their default address, no account phone. And they haven't sent you a quote with those filled in yet. Once they type them into one quote, their next quote pre-fills them.
- **I can't add more custom fields.** You may have hit your plan's custom-field count - Starter includes 5; upgrade to Professional or Enterprise for unlimited.

---

## Related articles

- [Add the quote button to your theme](/docs/storefront/quote-button-placement) - where and how the form appears on your storefront.
- [Targeting rules](/docs/targeting/targeting-rules) - choose which buyers see the quote form and price hiding.
- [File attachments](/docs/attachments/file-attachments) - file limits, retention, and validation.