Email a Quote to Your Customer

Who This Is For

Users who need to send quote PDFs to customers via email directly from QuoteBuilder.

What You'll Accomplish

By the end of this article, you will be able to:

  • Send a quote PDF via email
  • Customize the email subject and body
  • Add CC and BCC recipients
  • Track sent emails

Before You Start

Make sure you have:

  • A saved quote with products and a customer
  • Generated a PDF for the quote
  • Customer has a valid email address

Step 1: Open Your Quote

  1. Navigate to Quotes > Sales Quotes
  2. Click on the quote you want to send
  3. Ensure a PDF has been generated (if not, click Create PDF first)

Step 2: Open the Email Modal

  1. Click Send or Send Email in the top action bar
  2. The email composition modal opens

Step 3: Verify Recipients

  1. The To field auto-fills with the customer's email
  2. Verify the email address is correct
  3. Add additional emails separated by commas if needed

Step 4: Add CC or BCC (Optional)

  1. Click Show CC/BCC to expand additional fields
  2. Enter CC emails — recipients who should receive a copy
  3. Enter BCC emails — hidden recipients
Tip: BCC yourself to keep a copy in your inbox.

Step 5: Select Email Template

  1. Choose a template from the Template dropdown
  2. Templates automatically fill the subject and body
  3. Available templates include: Sales Email, Quote Email, etc.

Step 6: Customize Subject and Body

  1. Edit the Subject line if needed
  2. Modify the Body text as desired
  3. Use the text editor to format your message
Note: Templates include variables like customer name and quote number that auto-fill.

Step 7: Verify Attachments

  1. The quote PDF is automatically attached
  2. Optionally attach additional documents:
    • Check boxes for company documents (if configured)
    • Upload additional files

Step 8: Send the Email

  1. Review all fields one final time
  2. Click Send
  3. A confirmation message appears
  4. The quote status changes to Sent

Tracking Sent Emails

To view emails you've sent for a quote:

  1. Open the quote
  2. Look for the Emails section or click View Emails
  3. See a history of all sent emails with dates and recipients

Troubleshooting

Problem: Send button is disabled

Cause: No recipient email address.

Solution: Add a customer with a valid email, or manually enter an email address.

Problem: Email fails to send

Cause: SMTP configuration issue.

Solution: Contact your administrator to verify email settings.

Problem: Customer didn't receive email

Cause: Email may be in spam, or address is incorrect.

Solution: Verify the email address. Ask customer to check spam folder. Resend if needed.

Problem: Wrong PDF attached

Cause: Multiple PDF versions exist.

Solution: Generate a new PDF before sending, or select the correct version.

See also