Get your proposal in front of your client

A quotation sitting in your system doesn't move deals forward. Sending it does. Officaid makes it easy to email quotations directly from the platform, with the PDF attached automatically and client email addresses suggested for you. No downloading, no switching to your email app, no forgetting attachments.

Before You Send

Before sending a quotation, make sure:

• The quotation is marked as Ready. Draft quotations can be sent, but it's good practice to mark them as Ready first to indicate they're finalised.
• All details are correct. Review the PDF preview to check line items, pricing, dates, and client information.
• The validity period is appropriate. Ensure the Valid Until date gives your client enough time to respond.
• Your client's email address is in the system. Officaid suggests emails from your client's profile, so make sure they're up to date.

How to Send a Quotation

1. 1 Open the quotation details page
2. 2 Click the Send Email button (either in the action buttons or Quick Actions panel)
3. 3 The email panel opens on the right side of the screen
4. 4 Enter or select the recipient's email address
5. 5 Review and customise the subject and message if needed
6. 6 Click Send Email to send

Once sent, the quotation status changes to Sent and the action is recorded in the Quotation Activity timeline.

The Email Panel

When you click Send Email, a panel opens with everything pre-filled and ready to go:

To is the recipient's email address. Click the field to see suggested email addresses from your client's profile. If the client is a company, you'll see emails for the company and any associated contacts. Select the appropriate one or type a different address manually.

Subject is pre-filled with the quotation number and "Quotation" (e.g., "QUO-20251200002 - Quotation"). You can edit this if you prefer a different subject line.

Message body contains a default greeting and message. For example:

"Dear [Client Name],

Please find attached the quotation for [Deal Name]."

You can edit this message freely. Use the formatting toolbar to add bold, italic, or underlined text as needed.

Attachment shows the quotation PDF that will be sent. The filename matches the quotation number (e.g., QUO-20251200002.pdf). This is attached automatically and cannot be removed.

Suggested Email Addresses

Officaid makes it easy to find the right recipient by suggesting email addresses from your client's profile. When you click the To field, you'll see:

• Company email if the client is a company with an email address on file
• Contact emails for any individuals associated with that company

Simply click a suggestion to select it. If you need to send to someone not in the list, type their email address manually.

Customising Your Message

While the default message works for most situations, you may want to customise it for specific clients or deals:

• Add context about your recent discussions or the client's specific needs
• Highlight key points such as special pricing, limited-time offers, or important terms
• Include next steps like scheduling a call to discuss the quotation
• Add a personal touch with a thank you or expression of enthusiasm for the project

The formatting toolbar above the message body lets you style your text:

• B for bold text
• I for italic text
• U for underlined text

After Sending

When you click Send Email, several things happen:

• The email is sent to the recipient with the quotation PDF attached
• The status changes to Sent (if it wasn't already)
• The activity is logged in the Quotation Activity timeline
• The email panel closes and you return to the quotation details

Your client will receive the email from Officaid with your quotation attached. They can review it, discuss it with their team, and get back to you with their decision.

Resending a Quotation

You can send a quotation multiple times. This is useful when:

• The client didn't receive it due to spam filters or technical issues
• You've made updates and need to send the revised version
• You need to send to additional recipients like other stakeholders
• You want to follow up with a reminder

Simply click Send Email again, adjust the recipient and message as needed, and send. Each send is logged in the Quotation Activity.

Mark As Sent

Sometimes you may send a quotation through other channels, such as:

• Your personal email outside of Officaid
• A messaging app like WhatsApp
• In person during a meeting
• Through a client portal or other system

In these cases, use Mark As Sent to update the quotation status without actually sending an email from Officaid. This keeps your records accurate even when you send quotations externally.

Click Mark As Sent in the action buttons or Quick Actions panel. The status changes to Sent and the action is recorded in the activity timeline.

Back To Draft

If you've marked a quotation as Ready but need to make significant changes before sending, you can revert it to Draft status.

Click Back To Draft to change the status back to Draft. This is useful when:

• You realise the quotation needs more work before sending
• The client's requirements have changed
• You need to update pricing or line items

Once back in Draft, you can edit freely and mark as Ready again when the quotation is finalised.

Frequently Asked Questions

What's Next?

Now that you know how to send quotations, explore these related articles:

• Quotation Statuses Explained to understand the full quotation lifecycle
• Converting a Quotation to an Invoice to turn approved quotations into invoices
• Managing Quotation Details to review all available actions