When quote emails are turned on for your account, sales reps can email a published quote straight from Quote Builder — from their own Gmail / Google Workspace or Microsoft (Outlook / Microsoft 365) mailbox.
Because emails are sent directly from the sales rep's inbox, the message lands in the customer's inbox as a normal email from the rep, and a copy appears in the rep's sent folder. You control the starting template, signature, and defaults in Settings; this article covers what reps experience so you can train your team and troubleshoot with confidence.
Prerequisites
- Quote emails are available and enabled on your account (see Configuring quote emails)
- The quote has been submitted — either published, or waiting in Pending approval
- The rep has (or can create) a Gmail or Outlook mailbox connection
Where reps open the email composer
Reps reach the same composer from a few places:
- After submit or publish — On the confirmation screen, under Send it to your customer
- From the HubSpot deal — On the Quotivity quote card, open More actions → Send Email (available for published quotes, and for pending-approval quotes when the rep isn't the approver). Not offered for draft, rejected, signed, accepted, or expired quotes
Connecting a mailbox
Emails send from the rep's Gmail or Outlook account — not from a shared Quotivity address. If the rep hasn't connected a mailbox yet, or the connection has expired, the composer prompts them to Connect Gmail or Connect Outlook. After OAuth completes, the footer shows Sending as with their mailbox address.
If a later send fails because the connection expired, Quotivity marks the email as needing a reconnect and can email the rep a link back to the composer to fix it.
What the composer includes
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To |
Add one or more recipient emails. Quotivity prefills from deal contacts; if the quote requires e-signature signers, those emails take priority |
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Subject |
Starts from your account default (for example, "Your quote is ready"); the rep can edit it |
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Message |
Rich-text body. Merge tags from your account template are already filled in for this quote when the composer opens |
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AI assist |
Optional. Opens with ⌘K / Ctrl+K, or the AI assist button. Quick actions include "Draft it for me," "Make it shorter," "Make it friendlier," and "Make it more formal," or the rep can type a custom instruction. The assistant sticks to facts from the quote and follows any account-level AI instructions you set |
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Include your signature |
Shown only if you've configured an account signature. Starts from your default |
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Attach the quote PDF |
Starts from your default. If the PDF isn't ready yet, the checkbox is disabled and the rep can still send without it |
There is no Cc/Bcc field and no separate email preview — the message the rep edits is what goes out.
Writing and sending the email
- If the quote is already published, the primary button is Send email. Quotivity queues the message for delivery and the rep sees that the email is on its way. Delivery waits about 30 seconds before the message leaves the mailbox — enough time for a last-second change.
- If the quote is still in Pending approval, the button becomes Write email. Quotivity saves the message and sends it automatically after the quote is approved and published.
- If the quote is recalled or rejected while an email is still queued, Quotivity cancels the email so the customer never receives it.
After the email goes out
- Quote Activity records a Quote emailed event with the recipients and sender.
- Failed or reconnect-needed emails for that quote can show in the composer with a Send now action once the mailbox is connected again. The same user's waiting emails also appear under Emails Waiting to Be Sent on the Quote Emails settings page.
Tips
- Train reps to connect Gmail or Outlook the first time they send — mailbox setup happens in the Quote Builder after publishing a quote.
- For deals that need approval, queuing the email at submit time means the customer gets the message as soon as the quote publishes — without a second trip back to the composer.