Customer asks for bank details. Already on the quote.
Every IBIOS quote PDF includes your sort code and account number. When a customer wants to pay by bank transfer, they have everything they need the moment they open the document — no follow-up call, no separate email, no waiting on your office to reply.
Why do bank transfer payments for accepted quotes arrive late?
A customer receives a quote. They are ready to pay — they want to do it by bank transfer because that is how they manage their finances. The quote does not have bank details on it. They send an email asking for the sort code and account number. It is Friday afternoon. The reply comes Monday. The customer pays Tuesday. What should have been a same-day transaction dragged on over the weekend.
This happens repeatedly with customers who prefer bank transfer — often trade customers, sole traders, and older customers who do not use card payment apps. The delay is not about unwillingness to pay. It is about a missing piece of information that requires a round trip with your office to obtain.
Putting bank details on the quote PDF costs nothing and removes the round trip entirely. The customer has everything they need to pay the moment they open the document. IBIOS applies this to every quote by default — no template editing, no process change.
How do you put bank details on a quote PDF automatically?
A step-by-step account of the full payment flow from quote generation to balance cleared.
Quote produced in IBIOS
Staff build the quote as normal — line items, pricing, margin review. Bank payment details are included in the quote template by default, requiring no additional step.
PDF generated with bank details included
When the quote is confirmed, IBIOS generates the customer-facing PDF. The document includes your sort code, account number, and any reference the customer should use when paying — all pre-formatted.
Customer receives the quote
The customer opens the PDF. If they prefer to pay by bank transfer, the information they need is already on the document. No further communication with your business is required before they can initiate the payment.
Customer transfers payment independently
The customer initiates the transfer directly from their banking app, using the details on the quote. They include the job reference as the payment reference so the transfer can be matched when it arrives.
Staff confirm receipt in IBIOS
When the transfer appears in your business account, the staff member opens the job record in IBIOS and marks the payment as received. The outstanding balance clears and the payment is logged in the audit trail.
What is the outcome?
No
follow-up calls or emails needed just to send bank details
Every
quote PDF includes bank payment details by default
Matched
transfers matched by job reference when staff mark them received
Removing the information request round trip matters most for customers who prefer bank transfer. Every “can you send me your bank details?” exchange you avoid is one less email for your office and a payment that can land sooner.
Questions about bank details on quote PDFs
Can different bank accounts appear on different quote types — trade versus retail, for example?
Yes. IBIOS supports multiple bank account configurations, and you can assign a default account per quote type or customer category. A retail customer quote and a trade account quote can each carry the relevant bank details without any manual intervention. The selection is set in your account configuration and applied automatically at quote generation.
Is the sort code and account number configurable per tenant?
Yes. Bank payment details are entered once in your IBIOS settings and applied to all quotes from that point forward. If your bank details change, you update them in one place and every subsequent quote carries the new details automatically. No template editing, no searching through document layouts.
What about international customers who need SWIFT and IBAN details?
IBIOS supports optional SWIFT/BIC and IBAN fields in the bank details configuration. If these are populated, they appear on the quote alongside the standard sort code and account number. If your business does not deal with international transfers, leaving these fields empty removes them from the quote PDF without affecting the domestic payment details.
Can IBIOS track whether the bank transfer has been received and automatically reconcile it?
Bank transfers cannot be automatically confirmed without a direct bank feed integration. When a transfer arrives, a staff member marks the payment as received against the relevant job record in IBIOS. The outstanding balance clears and the payment is logged in the audit trail. A future bank feed integration would automate this step; the manual confirmation is the current workflow.
Is there any risk of showing bank details to the wrong recipient?
Each quote PDF is generated for a named customer with a specific job reference. Bank details appear on the same document as the itemised quote — they are seen by whoever receives the quote. You control who receives the quote; IBIOS does not send quotes automatically. If your business requires that bank details are withheld from certain quote recipients, you can disable the bank details section on a per-quote basis before sending.
Related features
Quotes are built in Quote Studio and payments are recorded in IBIOS Payments with the transaction reference. See also the free quote template and the quote-to-cash guide. IBIOS (Integrated Business Intelligence & Operations System) is made by IBIOS Limited (NI743167), Northern Ireland. Access is by waiting list; there is no free trial.
Put your bank details on every quote. Stop answering the same email again and again.
IBIOS applies your payment details to every quote PDF automatically. Early access by waiting list.