How sales reps send quote emails

See what happens when a rep emails a published quote from Quote Builder — from connecting a mailbox to what the customer receives.

This feature requires an Enterprise plan.

Overview

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. 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.

For how quote email fits the lifecycle and approvals, see How quote emails work.

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 Microsoft 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, open the Compose email tab (use Preview quote to review the public page)
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
Deep link — A Send quote email dialog when opening the quote wizard with a send-email action (for example from a reconnect link)

the quote email composer with recipients, subject, message, and Send email

Connecting a mailbox

Emails send from the rep’s mailbox — 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. That OAuth step is separate from signing in to Quotivity: it only grants send permission for quote emails.

After connect completes, the footer shows Sending as with their mailbox address. Google Workspace accounts use the Gmail connect path; Microsoft 365 accounts use the Outlook / Microsoft path. Use Reconnect to sign in again or choose a different mailbox, or Disconnect to remove the current connection. Microsoft prompts the rep to select an account when connecting, so they should choose their own work account rather than an administrator’s.

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

Field	What the rep does
To	Add one or more recipient emails. Quotivity prefills from deal contacts; if the quote requires e-signature signers, those emails take priority
Subject	Starts from your account default (for example, “Your quote is ready”); the rep can edit it
Message	Rich-text body. Merge tags from your account template are already filled in for this quote when the composer opens
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
Include your signature	Shown only if you’ve configured an account signature. Starts from your default
Attach the quote PDF	Starts from your default. Reps can leave this on even if the PDF is still generating — Quotivity retries about every two minutes, up to three times. If the PDF still isn’t ready, the send fails and the quote owner is notified

There is no Cc/Bcc field and no separate email preview — the message the rep edits is what goes out.

Send vs. write (approvals)

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 rep attached the PDF and it is not ready yet, Quotivity keeps the email queued and checks again about every two minutes, up to three times. If the PDF is still unavailable after that, the send fails and Quotivity emails the quote owner.
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. That send also waits about 30 seconds after it’s released.
If the quote is recalled or rejected while an email is still queued — including during that 30-second window — 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 Microsoft the first time they send — mailbox setup happens in the composer, not in a separate admin mailbox panel.
If a rep edits the message heavily, remind them the quote link came from your template’s merge tags; they should keep a clear path for the buyer to open the quote.
For deals that need approval, writing 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.