Updated January 04, 2026
Sending Quotations to Customers
Sending quotations to customers is a crucial step in your sales process. EquiBillBook makes it easy to send professional quotations via email directly from the system, ensuring your customers receive accurate, well-formatted documents.
Why Send Quotations Electronically?
Sending quotations through EquiBillBook offers several advantages:
- Professional Presentation: Customers receive well-formatted, branded documents
- Quick Delivery: Instant delivery via email
- Tracking: Know when quotations are sent and opened (if email tracking is enabled)
- Consistency: All quotations follow the same professional format
- Convenience: Customers can easily save, print, or forward quotations
- Record Keeping: Automatic record of sent quotations in the system
How to Send a Quotation
Step 1: Prepare the Quotation
- Navigate to Sales → Sales Quotation
- Create a new quotation or open an existing one
- Ensure all details are correct:
- Customer information is accurate
- Items and prices are correct
- Terms and conditions are included
- Validity period is set
Step 2: Send via Email
You can send quotations in several ways:
Method 1: Send from Quotation View
- Open the quotation you want to send
- Click the "Send Email" or "Email Quotation" button
- A compose email dialog will open
Method 2: Send from Quotation List
- From the quotations list, select the quotation(s)
- Click "Send Email" from the action menu
- Configure email settings
Method 3: Save and Send
- While creating or editing a quotation
- Click "Save & Send" instead of just "Save"
- This saves the quotation and opens the email composer
Step 3: Configure Email Settings
In the email composer, you can:
Email Recipients
- To: Customer email (automatically populated)
- CC: Add additional recipients if needed
- BCC: Add recipients for your records
Email Content
- Subject: Email subject line (can use templates)
- Message: Personal message to the customer
- Template: Select from pre-configured email templates
Attachments
- Quotation PDF is automatically attached
- You can add additional attachments if needed
- Multiple format options may be available
Step 4: Review and Send
- Review the email content
- Check recipient email addresses
- Preview the quotation attachment
- Click "Send" to deliver the email
Email Templates for Quotations
Using email templates saves time and ensures consistency:
Creating Email Templates
- Go to Settings → Notification Settings
- Navigate to "Email Templates"
- Create a template for "Quotation Email"
- Include placeholders like:
- {CustomerName} - Customer's name
- {QuotationNumber} - Quotation number
- {QuotationDate} - Quotation date
- {ValidUntil} - Validity date
- {TotalAmount} - Total quotation amount
Using Templates
- Select a template when composing the email
- Templates automatically populate with quotation data
- You can customize the message before sending
Email Configuration
Before sending emails, ensure your email settings are configured:
SMTP Settings
- Go to Settings → Notification Settings
- Navigate to "Email Settings" or "SMTP Configuration"
- Configure:
- SMTP server address
- Port number
- Username and password
- Security settings (SSL/TLS)
- Test the email configuration
Sender Information
- Set up sender name and email address
- Use a professional email address
- Ensure the sender email matches your domain
Alternative Sending Methods
Print and Send Manually
- Print the quotation as PDF
- Send via your own email client
- Use postal mail if needed
Download and Share
- Download the quotation PDF
- Share via file sharing services
- Upload to customer portals
- Share via messaging apps
WhatsApp Integration (if available)
- Send quotation via WhatsApp
- Use WhatsApp Business API integration
- Share PDF directly through WhatsApp
Tracking Sent Quotations
After sending, you can track:
- Send Status: Whether the email was sent successfully
- Send Date: When the quotation was sent
- Email History: Record of all emails sent for the quotation
- Open Tracking: If enabled, know when the email was opened
- Status Updates: Quotation status may update to "Sent" automatically
Resending Quotations
You may need to resend quotations in various situations:
When to Resend
- Customer didn't receive the original email
- Customer requests a copy
- Updated quotation needs to be sent
- Reminder before expiry
How to Resend
- Open the quotation
- Click "Resend Email" or "Send Again"
- Modify email content if needed
- Send to the same or different recipients
Best Practices for Sending Quotations
1. Timing
- Send quotations promptly after creation
- Consider sending during business hours
- Follow up if no response is received
2. Personalization
- Address the customer by name
- Include a personalized message
- Reference previous conversations if applicable
- Show appreciation for their interest
3. Clarity
- Use clear, professional language
- Highlight key terms and validity period
- Include next steps or call-to-action
- Provide contact information for questions
4. Follow-up
- Set reminders to follow up on sent quotations
- Follow up before the validity period expires
- Be proactive in addressing customer questions
Email Content Tips
Effective quotation emails should include:
- Greeting: Professional greeting with customer name
- Introduction: Brief context about the quotation
- Key Highlights: Important points or special offers
- Validity: Clear mention of validity period
- Next Steps: What the customer should do next
- Contact Information: How to reach you for questions
- Closing: Professional closing and signature
Common Issues and Solutions
Issue: Email Not Received
Solutions:
- Check spam/junk folder
- Verify email address is correct
- Check SMTP configuration
- Resend the quotation
Issue: PDF Not Attached
Solutions:
- Ensure quotation is saved before sending
- Check attachment settings
- Manually attach PDF if needed
Issue: Formatting Issues
Solutions:
- Check email template formatting
- Test email in different email clients
- Use plain text if HTML causes issues
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