Finalise an offer — discounts, PDF layout, cover letter, preview

The Finalise tab is where you turn a planned offer into something the customer sees. It bundles the commercial decisions (total discount, price display) with the document decisions (cover letter, PDF layout, legal texts, branding) and ends with a PDF preview before you hit send. This page covers everything on the Finalise tab except the signature workflow itself, which lives at Finalise and request signature.

On commercial offers: offers are signed in person, so the Finalise tab carries no send-for-signature step. The discount, PDF-layout, and legal-text controls described here all apply to commercial offers.

Most of what you set here is a per-offer override on top of your workspace's defaults. Your workspace admin sets the global template (logo, brand colours, default PDF sections, default legal texts, default cover-letter template). On any given offer you can deviate by adding a one-off discount, swapping the cover letter, hiding a chapter, or embedding a brochure, without touching the global template that every other offer uses.

Before you start

• The offer must be planned and priced: variants configured, components in, payment modes set. You need offer-editing access (the editor role or higher).
• The offer must be in draft and not locked. Once a signature has been signed, the signed variant is fixed: the Customise pages button shows a lock icon, and edits no longer reach the signed copy. To change a signed offer, withdraw the pending signature request or fork to a new variant.
• Your workspace defaults should already be set up: logo, brand colours, default PDF section list, default legal texts. Ask your admin to confirm the global side is configured before you customise per offer.
• Decide whether this offer needs multiple variants. If so, set them up in the Plan tab first (e.g. PV plus battery vs PV only). The Finalise tab then lets you switch between variants and finalise each one.

Apply a total discount on the offer

The Finalise tab lets you apply a total discount (Gesamtrabatt) across the whole variant, on top of any line-item or package-level rebates you set during planning.

1. Open the offer in the Portal.
2. Go to the Finalise tab.
3. Scroll below the parts list to the total-discount control.
4. Pick either a discount template (a pre-configured percentage or fixed amount from your workspace settings) or a custom amount (a one-off value you type, e.g. €500 or 3%).
5. The total updates immediately. The discount appears as a separate line on the offer PDF.

Pro tip: The total discount applies to the entire variant, not per package. If you want different discounts on PV vs battery vs heat pump, set those at the line-item or package level back in the Plan tab. The total discount stacks on top.

Discount templates vs custom discount

Discount templates (Rabattvorlagen) live in Settings > Planning & offer > Rebate templates and are reusable across offers, useful for standard promotions ("End of quarter -5%", "Loyalty €300 off"). A template persists for reuse; a custom discount is a one-off that isn't saved anywhere and applies only to the current offer. If you find yourself typing the same custom value repeatedly, ask your admin to add it as a template. It saves clicks and keeps your team's pricing consistent.

How the three discount layers stack

Reonic applies discounts in this order:

1. Line-item rebates (per component), set in Plan.
2. Package / option-level rebates, set in Plan.
3. Total discount on the offer, set in Finalise (this tab).

All three stack, and you can mix percentages and fixed amounts across the layers. The customer sees the final total; your account-manager view shows the breakdown. If you've also set a custom deal value (override total) on the offer, the margin percentage is hidden in both views. The deal value becomes the meaningful number, not the margin.

Note: The per-component price column on the customer-facing Components Overview shows the unrebated list price per component. Any global or line-level rebate appears separately on dedicated rebate rows beneath, so the customer sees "Component X — €Y, Component Y — €Z, … Rebate: –€R, Total: €N". Verify via the customer view before sending.

Note: Your account-manager view shows margin %; the customer-facing offer view does not. Preview the offer in the customer view before sending to confirm the customer sees only the prices and totals you intend.

Note: An offer can carry several whole-offer payment options side by side (for example Cash, financing, and lease), each pricing the entire offer separately and rendering its own PDF. Financed options use the partner's loan quote and don't always honour a flat-percentage rebate the way a cash line does, so preview each option before sending. Country-specific subsidies (KfW in Germany, and similar national incentives elsewhere) are computed separately and may show as a credit rather than a discount; they don't reduce your margin.

Choose the price display on the offer PDF

The price display controls how detailed the customer-facing PDF is. The default comes from your offer settings. Per offer, you can switch between three modes:

• Individual prices (Einzelpreise): every component listed line by line with its own price. Best for technical buyers who want to see what they're paying for each module, inverter, optimiser.
• Grouped / package prices: subtotals grouped by goal or area (PV, battery, heat pump, wallbox). Best for most residential customers, clear enough to inspect without being overwhelming.
• Total price only: a single number, no breakdown. Best for high-commitment customers, kitchen-table closes, or when you want to focus the conversation on the deal value.

1. On the Finalise tab, find the Price display selector (typically next to the parts list).
2. Pick one of the three modes.
3. The PDF preview updates immediately to reflect the choice.

For a combined offer with multiple variants (e.g. PV plus heat-pump), enable per-line-item pricing in the offer's PDF settings. Individual component prices then appear alongside the subtotal for each variant, so the customer can see what each system costs on its own.

Pro tip: Switch the price display per audience, not per default. Technical buyers respond to itemised prices; commitment-style buyers respond to a single number. The same offer, two different framings.

Note: The price-display mode is the only lever that controls the price granularity the customer sees. Activate local mode (Vor-Ort-Modus) is a separate, screen-only privacy toggle that blanks prices and margins on your own device during an on-site visit. It applies to your device only and leaves the customer's own offer view unchanged. If you turn on local mode and the customer still sees single prices, that's expected: set the price-display mode instead.

Add or generate the cover letter (Anschreiben)

The cover letter (Anschreiben) is the personal note at the very start of the offer PDF, typically a paragraph or two thanking the customer, summarising what they'll find inside, and signing off as the account manager. There are two ways to write it:

1. On the Finalise tab, open the Cover letter section.
2. Pick one of: Write freely (type a custom letter just for this offer; if a default salutation is configured at workspace level, the field opens pre-filled and you edit from there) or Generate with AI (click the AI-assist button and Reonic drafts a cover letter from the offer context, which you can then edit). The AI-assist option is available on residential offers where your workspace has the AI cover-letter helper switched on; if you don't see it, ask your admin.
3. Edit inline as needed.
4. Save. The cover letter is now part of this offer's PDF.

The cover letter is a per-offer free-text field, not a picker of saved templates. The only reusable piece is the default salutation your admin sets at workspace level, which pre-fills the field on every new offer. That default lives under Settings > Planning & offer > Offer (Angebot), in the Customer greeting section. Keeping it short and personalised wins more than a long generic one.

The cover letter is single-language per offer and renders in your workspace's locale. If your customer needs a different language, either change the workspace locale (advanced, talk to your admin) or send the alternative version as a follow-up email.

Pro tip: The AI-generated cover letter is a starting point, not a finished artifact. Read it before sending. It usually gets the structure right but misses the personal touch (the customer's specific concerns, what you discussed on the call).

Set the default salutation at workspace level

To make a default cover-letter salutation appear on every new offer your team creates, set it under Settings > Planning & offer > Offer (Angebot), in the Customer greeting section. Every new offer then opens with that text pre-filled, and account managers customise from there.

Note: Cover letter and Anschreiben are the same thing, the personal-note paragraph at the start of the offer PDF. The cover page is the first visual page of the PDF (title, customer info, logo). They sit next to each other in the document but are configured separately: the cover letter via Finalise > Cover letter, the cover page via Customise pages > Cover.

Customise the PDF layout for this offer

The Customise pages action lets you edit the PDF structure for this offer only: hide chapters, reorder them, swap visual variants, embed your own documents. The workspace template you started from stays untouched; the customisation lives on this offer.

1. On the Finalise tab, open the Preview panel.
2. Click Customise pages.
3. The first time you customise this offer, a confirmation dialog appears: "Use customised page settings for this offer? This offer currently uses the page settings stored globally in the settings. Are you sure you want to use customised page settings for this offer?" Click Yes.
4. The page-settings modal opens. Edit any of the sections below.
5. Click Save. Images upload in flight; wait for the "Images are being uploaded, please hold on for a moment..." hint to clear before closing the modal.
6. Verify the new look via the PDF preview before sending.

The sections you can edit:

• Page layout: drag-drop to reorder chapters, and pick a visual style per chapter. For example, the cover offers several layouts (image on top, full-bleed image, circular images, polygon images, gradient, or plain). The household energy-flow page has two styles, Mit Diagramm (a Sankey diagram) and Mit Flussgrafik (a simplified production/consumption graphic with self-consumption and self-sufficiency KPI cards); toggling the chapter off removes the energy-flow page.
• Cover: document title, subtitle, customer number, offer number, logo, expiry date, custom cover image. The document title and document subtitle are per-offer free-text fields, so you can type whatever heading you want for this offer (e.g. "Angebot", "Cost proposal", a project name). The offer number prints on the cover when Show offer number is toggled on; many workspace templates also render it in the header or footer.
• Testimonial: headline, main text, secondary text, image, image list, and image-text pairs.
• Company introduction: headline, slogan, body text, two images.
• Economics: how far out the break-even page projects, and whether to show the estimated investment cost.
• Components Overview: show or hide article numbers on the bill of materials. Component images and descriptions render from the component catalog automatically when a component has an image and description set in your workspace's component library.
• Signature: heat-pump legal-condition toggle.

The customer's name pulls automatically from the contact record onto the offer header and PDF, so make sure the contact's name field is populated on the project before you finalise.

Note: The Customise pages function requires the matching user permission. If you don't see the button, ask your admin to enable it on your role.

Status indicators on the Customise pages button

Up to three status badges appear next to the button label:

• Red exclamation: there are validation errors in your custom settings ("There are errors in this form"). The save button stays disabled until you fix them.
• Amber clock: your offer is on a custom template and the global template has since been updated. Your offer keeps its custom values; the global change reaches this offer only if you reset.
• Blue user-pen: this offer uses customised page settings (not the global default).

Reset an offer back to the global template

Once you've customised an offer, you can revert it to the current workspace default at any time:

1. On the Finalise tab, open the Customise pages modal.
2. Click Reset to global settings.
3. Confirm: "Really reset to global page settings? Changes to the page settings that were only made for this offer will be lost and replaced by the global settings."
4. The offer now uses the current global template; your custom edits are discarded.

Note: Discard changes ("Really discard changes?") only throws away the in-modal edits you've just made and returns to the last saved state. It does not undo the customisation itself. Reset to global settings is the one that fully decouples the offer from your custom overrides.

Why your customisation stays local to this offer

Customising an offer's PDF affects this offer only. Each offer's page settings start as a snapshot of the global template; the moment you customise, the offer is decoupled. To apply a layout to all future offers, your workspace admin updates the global workspace template (see Configure global PDF defaults below).

Embed your own documents into the offer PDF

When your workspace template includes the right page slots (e.g. Addendum, Custom documents, Terms of service), you can attach your own PDF (a brochure, a financing data sheet, a technical spec, or your installer qualifications and certificates) and have it render inline with the offer. This is the standard route for attaching credentials (master-electrician certificate, manufacturer partner badges, ISO accreditations) to the customer-facing offer.

1. On the Finalise tab, open Customise pages.
2. Navigate to the chapter that supports document embedding (typically Addendum or a similar custom slot).
3. Upload your PDF.
4. Save. The embedded document now appears at that position in the generated offer PDF.

Note: Document embedding uses the page slots in your workspace's offer template. To add a slot, ask your admin to add one in the global template (Settings > Planning & offer > Pages & Design, in the Embedded Documents section). For documents you want every offer to carry automatically, ask your admin to bake them into the global template rather than embedding per offer.

For documents you need from the customer (an electricity bill, a ground plan, a Vollmacht), the typical workflow is email or a follow-up call; the customer receives the offer PDF and any embedded brochures through the customer-portal signing link.

Preview the offer PDF before sending

The PDF preview is your final check before the customer sees anything. It renders the same PDF the customer receives.

1. On the Finalise tab, open the Preview panel.
2. Scroll through the rendered PDF: cover, company introduction, testimonial, system specs, simulation, bill of materials, economics, legal texts, signature page.
3. Check that the customer's name, address, and contact data are right; the price display matches what you intended; the discount renders as a separate line; the cover letter reads as personal; and no chapter is rendering empty.
4. If anything is off, fix it via Customise pages or the offer-edit fields and re-render.

When you change the documentation or components on an unsigned offer (price tweak, swap a component, edit the cover letter), the preview re-renders live, so there's no manual Update button to press. If the customer already has a pending signature request, withdraw it via the signature row before the new render is presentable, then re-send for signature. Once a variant is signed, the signed PDF is fixed; fork to a new variant to apply further edits.

Note: The preview renders the same PDF the customer receives. The one difference is the signature page: in the preview you see the signature slot; after signing, the customer's PDF gets an attestation watermark and stamped signature.

Pro tip: Download the PDF from the preview only after the offer is sent for signature. Before sending, any edit you make updates the live render, so a downloaded copy goes stale the moment you change anything. Treat pre-signature downloads as drafts.

If the download button is greyed out or the file doesn't arrive, the usual causes are: the preview hasn't finished rendering yet (the "Images are being uploaded..." hint is still showing), required customer fields are missing on the contact record (name, address, country) so the render is blocked, or your role lacks the Download offer PDF permission. Wait for the render to settle, fill in the contact data, or ask your admin about the permission, then retry.

Empty pages in the generated PDF

If a chapter renders blank, it's usually toggled on but has no content (e.g. Testimonial enabled but no testimonial text or image). The section header prints with an empty body, which reads as a near-blank page. Fix it by filling in the section's content via Customise pages, or toggle the section off for this offer (or globally at the workspace level).

Why offer PDFs get large, and how to shrink them

Offer PDFs grow with the number of 3D-building images you include, because each saved camera angle of the customer's house adds another full-resolution image. To keep the file smaller, save fewer 3D camera snapshots, use 2D planning instead of 3D (the 2D satellite preview is a much lighter image), or disable the 3D / PV-overview pages for this offer in the page-layout section. The look of the house walls on the 3D image comes from the shadow render and your saved camera angle, so if the walls look off, re-position and re-save the camera snapshot.

Swap the legal texts (AGB, terms and conditions) on the offer

Reonic supports multiple legal-text variants at workspace level: one for residential, one for commercial, one for heat pumps, one for a specific cooperation partner, and so on. Per offer, you pick which variant attaches to this offer's PDF.

1. On the Finalise tab, find the Legal texts selector (location varies by workspace, typically in the Customise pages modal or a dedicated section).
2. Pick the variant that matches this offer (e.g. AGB residential PV, AGB heat pump, AGB commercial).
3. The selected legal text now renders on the relevant chapters of the offer PDF, typically the terms-of-service page and the signature page.

The legal-text variants themselves are set up in Settings > Planning & offer > Legal (Rechtliches) at workspace level. Your admin maintains them; you select per offer. Payment terms (Zahlungsbedingungen) typically live inside these legal-text variants. To change the wording on a single offer, either pick a different variant here or set up a new variant at workspace level that carries the payment terms you need.

To attach your own AGB instead of Reonic's standard legal text, you have two routes: set up your own legal-text variant at workspace level (your admin maintains the variants; you pick which one attaches per offer), or, for a one-off, embed a PDF document into the offer via Customise pages if your workspace template has a slot for it.

Note: The default legal-text variant is set at workspace level. If you don't change anything per offer, the default is what attaches. When your workspace has a single legal-text variant, it attaches automatically and there's nothing to pick.

Variables in the legal texts

Legal-text templates support variables, placeholders such as customer name, offer number, and installer name that fill in at render time. Variables are configured when the legal-text variant is created in workspace settings; you don't edit them per offer.

If you spot a variable that didn't fill in (for example, a placeholder still shows literally in the rendered PDF), it usually means the placeholder is misspelled in the template, or the corresponding field is empty on the offer. Check the offer's customer data, then loop in your admin to fix the template.

Configure global PDF defaults (workspace-level, admin-only)

Per-offer customisation is one side of the story; the other is the global workspace template that every new offer starts from. The template controls the default section list, ordering, default visuals, footer text, page numbers, and branding.

Admins configure the PDF section list, ordering, visuals, and footers at Settings > Planning & offer > Pages & Design (Seiten & Design); general offer settings (offer-number format, price display, offer signing, customer greeting) live at Settings > Planning & offer > Offer (Angebot); and logo plus brand colours are set at Settings > Company settings > Branding. Your company name as it prints on the offer cover, header, and footer is set once at workspace level in Settings > Company settings > Company details; per-offer overrides are not available. To change the displayed name on an offer, update the workspace value before re-rendering; for a different legal entity, use a separate workspace.

• Toggleable sections: residential and commercial PDFs each expose their own set of toggleable sections (the available set differs between the two). The list is built from what your workspace supports (by locale and enabled capabilities) and what the offer contains, so sections like heat-pump, financing, or country-specific pages appear when that capability is active. Toggle each on/off; drag-drop to reorder.
• Page numbers and footers: set at workspace level. The footer page-number element always prints; to change the footer text, edit it inline in the section's override panel.
• Logo and brand colours: uploaded under Branding; appear on every PDF.
• Article numbers default: toggle whether the bill of materials shows component article numbers by default. Per-offer override available via Customise pages.
• Bill of materials placement: controlled by the Components Overview page section. Toggle on/off at workspace level; per-offer override available via Customise pages. The BOM renders once per offer in the Components Overview section.
• Default offer validity period (Gültigkeitsdauer): typically 30 or 60 days, set in Document defaults. Per-offer override on the offer-edit page via the expiry field; a cover toggle controls whether the date prints on the cover.
• Country-specific defaults: different defaults per country (DE, FR, IT, etc.) via the workspace's locale and country-default settings.

These settings live in workspace configuration. If you don't have admin access, your installer-admin colleague does. For advanced template changes, contact your Reonic account manager.

PDF language follows the workspace locale

The PDF's built-in text (Cover, datasheets, the cancellation form and policy, Terms and Conditions, the signature-with-contacts page, the contact banner, the heat-pump legal condition, and the cover title and subtitle boilerplate) is generated from your workspace's configured locale, the same locale your customers see, not from your own account's UI language.

Practical effect: if your Portal is set to English but your workspace serves German customers, the offer PDF's boilerplate prints in German (the customer's language). If a PDF prints in the wrong language, check the workspace locale setting (Settings > Company settings > Company details), not your personal account language. This applies to the boilerplate and template text only; the free-text content you type (cover title, testimonial, customer comment) prints exactly as you wrote it.

The same workspace locale drives the UI display language for everyone in your workspace, outbound communications language, and currency and date formatting. Changing the locale applies to future-generated artifacts only; already-issued offer PDFs and sent emails keep the locale they were generated with. Currency follows the workspace locale rather than the customer's country, so to render in a different currency you change the workspace locale (which affects the whole workspace, not just one offer).

Country-specific PDF defaults

When your workspace operates in multiple countries, your admin can set country-specific defaults so the right legal texts, currency, and locale-formatting apply automatically per project. The country comes from the project's address, and the PDF picks up the right defaults from there.

Things to know

• The signed PDF is fixed. Once the customer signs, the variant locks and the PDF stored against the signature no longer changes. Any later edit affects only new variants or preview renders, not the signed copy in the customer's email. See Finalise and request signature for the signature workflow and how to fork after signing.
• The annual-energy-costs figure is a long-term average, not year 1. The customer-facing Your annual energy costs page shows the yearly average across the simulation horizon (typically 20 years), with the tariff assumed to rise each year. Because later years cost more, the displayed average sits well above the customer's current bill. When a customer asks why it's so high, the answer is the long-term-average framing.
• Cooperation-partner branding can override the workspace logo and name on the customer portal. If a customer arrives via a cooperation-partner link, the partner's branding takes over for the portal greeting. The offer PDF itself is unaffected; only the customer-portal surface shifts. This applies to residential offers.
• The customer portal runs on Reonic's hosted portal. Your full logo and colour branding apply, and the customer sees your branded portal link.
• For multiple brands or sub-accounts, maintain multiple legal-text variants at Settings > Planning & offer > Legal (Rechtliches) (one per brand, residential vs commercial, heat-pump, or cooperation partner) and pick the right one per offer. Products (component catalogue and planning packages) are shared workspace-wide. Logo, brand colours, the company name, and invoicing Issuing details are set once per workspace. When sub-brands share branding but differ only on AGB, terms, or product scope, multiple legal-text variants on one workspace covers it; genuinely separate legal entities with different logos, names, and invoicing identities use separate Reonic workspaces.
• Subsidies (Förderungen) render on their own dedicated PDF page, separate from the Economics and Annual-costs pages, listing the applicable subsidies and amounts. Country-specific subsidies (KfW in DE, MaPrimeRénov' in FR) depend on the project's country setting. Toggle the Subsidies chapter via Customise pages (or at workspace level).
• Auxiliary documents route two ways: embed into the offer PDF via Customise pages > Addendum / Custom documents for anything the customer should see, or attach to the project's general document store (project documents / Dokumente) for items that stay internal. The project document store stays out of the customer-facing offer PDF.
• Mieterstrom (shared-building electricity) offers in Germany reuse the same Finalise workflow and Customise-pages layout as a standard residential offer; discounts, cover letter, price display, embedded documents, and legal texts all work the same way. A few chapters render differently because the economics model covers a whole building rather than a single household, so check the Preview before sending. Your workspace template can carry a separate Mieterstrom variant (different cover, legal texts, cover letter); ask your admin whether that's configured.

Related

• Finalise and request signature: the signature workflow, post-Finalise step.
• Invoicing and progress invoices: what happens after the customer signs.
• Plan variants: set up multiple variants before finalising.

Need help?

• Step-by-step questions about this flow: contact your Reonic account manager.
• Feature requests or something missing: drop a note to your Reonic account manager.
• Bug reports: include a screenshot and the URL where it happened in your support email.

Last updated on August 4, 2026