Firstly, unless a contact has been assigned to a quote, the 'Email customer' option will be greyed out.
To assign a customer and contact to a quote:
Select the Customer field, and pick a customer from the dropdown. Alternatively, you can add a new customer from this screen.
Select the Contact field to pick one of the customer's contacts. Alternatively, you can add a new contact to this customer from this screen.
Select or create a customer and contact
Customer and contact assigned to quote
After the quote is ready and you have reviewed it, select the "Email quote" option from the Action button.
Email customer under the ACTIONS dropdown
The quote pop-up will appear with the subject and email body prefilled with a template, which you can override.
The recipient list will start off with the email address of the customer who was assigned to the quote, as well as any automatic BCC email address that you might have saved in your organisation settings page (such as a CRM logging email address).
You can edit the list of email recipients and add multiple into the To, CC or BCC entries, with a comma separating each one.
Attaching documents
Under Attach Documents, tick the documents to send as PDF attachments. There are two columns:
Customer: quote, order confirmation, proforma invoice and tax invoice.
Internal: work order summary, work order, delivery docket and part labels. For example, you could send the delivery docket and part labels so your customer can check and identify parts on arrival.
Only documents available at the quote's current status are listed. For example, an Issued quote offers only the quote. Production documents appear once the quote is Ordered.
The document for the action you chose is linked in the email body and ticked under Attach Documents. For example, choosing to email the order confirmation links and ticks the order confirmation. You can tick any other available documents as well.
Each PDF is created at the moment you send, so it records the quote exactly as it was then, even if the quote changes later.
When ready, click the Send button to email everyone.
A quote ready to send to a customer and contact
After emailing your customer, make sure you mark the quote as "Issued" to log the fact that you have sent the quote to the customer.
Mark the quote as Issued
In Organisation Settings, you can set an email address to receive a BCC copy of each email that is sent to your customers.
Every automatic email that is sent to your customers, including Web Store order confirmations and payment confirmations (if paid via Stripe), will be sent to this email address. Every manually created email, as described above, will have its BCC field automatically populated with this address.
That way you'll always have a copy of exactly what went out and when, whether you're checking for a mistake or showing a customer that the quote was sent.
BCC copies include the same PDF attachments, so your records hold the exact documents your customer received. Automatic emails, such as Web Store order confirmations, don't include PDF attachments.
Send a copy of every email to your CRM or email folder for your records