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Configuring quote emails

Set the account template, signature, and defaults so reps can email published quotes from their own Gmail or Outlook mailbox.

Quote Emails is where you turn on outbound quote email for the account and shape what every rep starts with — subject, message template, signature, PDF attachment default, and AI assist guidance. Reps still send from their own mailbox and can edit each message before it goes out. Only Admins can change these settings.

Prerequisites

  • An Admin role in Quotivity Studio
  • Quote emails available on your account (the Quote Emails item appears under Settings → Quoting when it is)

Steps

  1. Open Settings → Quoting → Quote Emails. You'll see the page descriptionand the enable toggle at the top.
  2. Turn on Enable quote emails for this account. Until this is on, reps seea message that quote email isn't enabled and can't send. Changes save as you go — no separate Save button.
  3. Set the Default subject. This pre-fills the subject line in thecomposer. The built-in default is Your quote is ready.
  4. Edit the Template. Use the rich-text editor and merge tags forContact, Company, Deal, and Quote — including the published quote link — so every email starts with the right greeting and a path to the quote. Tags resolve for the specific quote when a rep opens the composer.
  5. Choose Defaults on the right of the template:
    • Include the sender's signature. On by default when a signature exists
    • Attach the quote PDF. Off by default
      Reps can change both options on each email before sending.
  6. Add Assistant instructions (optional). These guide AI assist for thewhole account — tone, length, phrases to include — while the assistant still sticks to facts from the quote.
  7. Configure the Signature. One account-wide signature applies to everysender. Use Sender merge tags (first name, last name, email, company name) so each rep's details fill in at send time. If you leave the signature empty, the include-signature checkbox won't appear in the composer.
  8. Confirm settings are saved. Subject, template, defaults, AIinstructions, and signature show a brief Saving / Saved status as you edit. Your team can now email quotes from Quote Builder.

Emails waiting to be sent

If the signed-in user has quote emails that failed or need a mailbox reconnect, an Emails Waiting to Be Sent section lists them with the subject, recipients, and reason. Use Send now once that mailbox is connected again. This list is for the current user's waiting emails — not an account-wide admin inbox.

Tips

  • Reps connect Gmail or Outlook from the quote email screen when they send. You don't need a shared company mailbox for this feature.
  • Keep the template short and leave room for the rep's voice — AI assist and manual edits work best on a clear starting draft.
  • Put the quote link near the top of the template so buyers don't have to hunt for it after a rep personalizes the message.
  • Signature merge tags always resolve from the sending rep, not from the HubSpot contact on the deal.