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Quotivity Help Center

How quote emails work

Reps email published quotes from their own Gmail or Microsoft mailbox — with an account template you control and delivery that respects approvals.

This feature requires an Enterprise plan.

Overview

Section titled “Overview”

Quote emails let sales reps share a published quote by email from their own mailbox — Gmail / Google Workspace or Microsoft (Outlook / Microsoft 365) — not from a shared Quotivity address. The customer receives a normal message from the rep, and a copy lands in the rep’s sent folder.

You set the starting subject, message template, signature, PDF default, and AI assist guidance in Quotivity Studio. Each rep connects their mailbox the first time they send, then composes and personalizes before the message goes out.

How the pieces fit together

Section titled “How the pieces fit together”
  1. An admin enables quote emails and configures the account template under Settings → Quoting → Quote Emails. See Configuring quote emails.
  2. A rep submits or publishes a quote, then opens the email composer from Quote Builder, the HubSpot deal card, or a reconnect link.
  3. The rep connects Gmail or Microsoft (once) if they haven’t already — separate from signing in to Quotivity.
  4. They compose from your template (merge tags already filled for that quote), optionally use AI assist, choose whether to include the signature and attach the PDF, and send — or write the email if the quote still needs approval.
  5. Quotivity delivers through the rep’s mailbox. Published quotes queue for send shortly after the rep confirms. Quotes waiting on approval hold the email until the quote publishes, then send automatically.

What the customer receives

Section titled “What the customer receives”
  • An email from the rep’s connected address (Gmail or Microsoft)
  • Your templated (and often personalized) subject and body, including the published quote link when your template includes it
  • Optionally the quote PDF as an attachment
  • Optionally the account signature, filled with that rep’s sender details

There is no separate Quotivity “from” domain for these messages — delivery uses the mailbox APIs for Google and Microsoft.

Approvals and cancellations

Section titled “Approvals and cancellations”

Quote email follows the same lifecycle as the quote:

  • No approval needed — the rep sends after publish; Quotivity queues delivery for a short window so a last-second recall can still cancel it.
  • Approval required — the rep can write the email at submit time; it sends automatically when the quote is approved and published.
  • Recall or reject while an email is still waiting — Quotivity cancels that email so the customer never receives it.

See How sales reps send quote emails for the composer details, and How approvals work for the approval gate.

Admin vs. rep responsibilities

Section titled “Admin vs. rep responsibilities”
Who What they do
Admin Enable quote emails, set the default subject and template, signature, PDF default, and AI instructions
Rep Connect their Gmail or Microsoft mailbox, choose recipients, personalize, and send (or write for later)

Mailbox connections are per user. You don’t configure a company-wide SMTP server or shared inbox for this feature.

Tips

Section titled “Tips”
  • Turn quote emails on and finalize the template before you train reps — the composer is easier to learn when the starting draft already includes the quote link.
  • Use Sender merge tags in the signature so every rep’s name and email fill in automatically.
  • If a send fails because a mailbox expired, the rep reconnects from the composer (or retries from Emails Waiting to Be Sent on the Quote Emails settings page).
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