Once your quote is complete and accurate, you can send it to your client for review and approval. This guide explains how to send quotes and what your client receives.
Before You Send
Pre-Send Checklist
- Quote is saved
- Client’s email address is correct in their profile
- All items and prices are accurate
- Valid-until date is set appropriately
- Any notes or terms are clear
How to Send a Quote
Step 1: Open the Quote
- Go to “Quotes” from the main menu
- Click on the quote you want to send
Step 2: Click “Send Now”
- In the quote view, look for the “Send Now” button
- Click it
- A popup window appears with email preview and options
Step 3: Review the Email Preview
The system shows you exactly what your client will receive:
- Subject Line: The email subject (e.g., “Quote #Q1001”)
- Email Body: The message text with key quote details
- Preview: How it will appear in their email client
Step 4: Customize the Message (Optional)
If you want to personalize the email:
- Custom Subject: Change the email subject line if desired
- Custom Message: Replace or edit the email body with your own message
- Leave these blank to use the default message
Step 5: Send
- Click the “Send” button
- The email is sent immediately
- You’ll see a confirmation message
What Your Client Receives
The Email
Your client will receive an email with:
- A personalised message
- Quote number and total amount
- Expiration date (valid-until date)
- A secure link to view the quote
The Secure Link
When your client clicks the link, they can:
- View the complete quote with all details
- See the pricing breakdown and total
- Download a PDF to save or print
- Review the valid-until date and terms
- No login required – the link is unique and secure
- Approve the quote
After You Send
Quote Status Updates
- If the quote was in “Draft” status, it automatically changes to “Sent”
- This shows it’s been delivered to the client
- You can see the updated status in the Quotes list
What’s Next?
Now you wait for the client to respond:
- If they approve: Converts the quote to an invoice
- If they request changes: Edit the quote and resend
- If they decline: Keep the quote for reference or mark it as void
Resending a Quote
If You Need to Send Again
- Open the quote from your Quotes list
- Click “Send Now” again
- You can include a custom message with updates (e.g., “Here’s the revised version with your requested changes”)
- Send it
Making Changes Before Resending
- If the client requests modifications:
- Open the quote and click to edit
- Make the necessary changes
- Save the quote
- Send it again with a note about the changes
Using Placeholders
In custom messages, you can use these placeholders (they’ll be replaced with actual values):
- {first_name} – Client’s first name
- {client_name} – Client’s full name
- {invoice_number} – Quote number
- {due_date} – Valid-until date
Troubleshooting
Email Failed to Send
- Check the client’s email address is correct
- Verify there are no typos in the email field
- Try sending again in a few minutes
Client Didn’t Receive It
- Ask them to check their spam or junk folder
- Confirm their email address is correct
- If the address was wrong, update it in the client profile
- Send again with the correct email
Need to Update an Already-Sent Quote?
- Edit the quote details
- Save your changes
- Send it again – the client will see the updated version when they click the link
- Include a note that there’s an updated version
