Email Template

Overview

The Email Template settings allow you to customize the email sent to clients when you share an offer link. This is a Premium feature that gives you complete control over email communication with clients.

When This Email Is Sent:

• After generating a public offer link
• When you click the “Send Email” button in the offer editor
• Email is automatically populated with offer details and ready to send

What You Can Customize:

• Email Subject – The subject line clients see in their inbox
• Email Body – The complete message with offer details and link

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Premium Feature Badge

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Email Template Fields

Field Name	Format	Purpose	Default Value
Email Subject	Single line text	Subject line that appears in the client’s email inbox	Your Quote {offer_no}{customer_name}
Email Body	Textarea (20 rows) Monospace font	Complete email message with greeting, offer details, and call-to-action	Professional template with all offer details (see below)

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Available Placeholders 📖

Placeholders are special codes that automatically get replaced with real offer data when the email is sent. You can use them in both subject and body.

Placeholder	Replaced With	Example Output
{customer_name}	Customer name or company name	John Smith ABC Construction Ltd.
{offer_no}	Offer number	2024-001 QT-2024-042
{offer_date}	Offer date (formatted)	December 15, 2024 2024-12-15
{offer_url}	Public link to the offer	https://yoursite.com/offer/abc123xyz
{valid_until}	Expiration date (offer date + 30 days)	January 14, 2025
{company_name}	Your company name from Company Data settings	Sample Company Inc.
{contact_info}	Your contact information (phone, email, website) Multi-line format	Phone: +1 234 567 890 Email: info@example.com Website: https://example.com

💡 How Placeholders Work:

When you click “Send Email”:

1. Plugin reads your template
2. Finds all {placeholder} codes
3. Replaces them with actual offer data
4. Opens your email client with the populated message

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Default Email Template

Here’s the default template that comes with the plugin:

Subject:

Your Quote {offer_no}{customer_name}

Body:

Dear {customer_name},

I'm pleased to share our professional quote with you.

View your quote online:
{offer_url}

Quote Details:
- Quote Number: {offer_no}
- Date: {offer_date}
- Valid for: 30 days (until {valid_until})

You can view the quote anytime using the link above.

If you'd like to accept the quote, simply click the "Accept Offer" 
button at the bottom of the page.

If you have any questions, please feel free to contact us:
{contact_info}

Best regards,
{company_name}

📧 How It Looks After Replacement:

Subject:

Your Quote 2024-001 - John Smith

Body:

Dear John Smith,

I'm pleased to share our professional quote with you.

View your quote online:
https://yoursite.com/offer/abc123xyz

Quote Details:
- Quote Number: 2024-001
- Date: December 15, 2024
- Valid for: 30 days (until January 14, 2025)

You can view the quote anytime using the link above.

If you'd like to accept the quote, simply click the "Accept Offer" 
button at the bottom of the page.

If you have any questions, please feel free to contact us:
Phone: +1 234 567 890
Email: info@example.com
Website: https://example.com

Best regards,
Sample Company Inc.

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Customization Examples

Example 1: Friendly & Personal (B2C)

Subject:

Your Custom Staircase Quote {offer_no} 🏠

Body:

Hi {customer_name}! 👋

Thank you for choosing us for your staircase project!

I've prepared a detailed quote just for you. You can view it here:
{offer_url}

📋 Quote Summary:
- Quote Number: {offer_no}
- Date: {offer_date}
- This quote is valid until: {valid_until}

Simply click the link above to review everything. If you're happy 
with it, you can accept the quote directly on the page - it only 
takes a few seconds!

Questions? We're here to help!
{contact_info}

Looking forward to working with you,
{company_name}

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Example 2: Professional & Formal (B2B)

Subject:

Quotation {offer_no} - {customer_name}

Body:

Dear {customer_name},

Please find attached your requested quotation for our professional services.

QUOTATION DETAILS
Reference: {offer_no}
Date: {offer_date}
Validity: {valid_until}

To review the complete quotation, please visit:
{offer_url}

The quotation includes detailed pricing, terms, and delivery schedule. 
Should you wish to proceed, you may accept the quotation electronically 
via the provided link.

For any clarifications or modifications, please contact us:
{contact_info}

We appreciate your business and look forward to serving you.

Sincerely,
{company_name}

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Example 3: Brief & Direct

Subject:

Quote {offer_no} Ready to View

Body:

Hello {customer_name},

Your quote is ready: {offer_url}

Quote: {offer_no}
Valid until: {valid_until}

Questions? Contact us:
{contact_info}

Thanks,
{company_name}

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Special Placeholder Behaviors

Placeholder	Special Behavior	Example
{customer_name} in subject	Automatically adds dash before name if name exists. If no name, removes placeholder entirely.	With name: “Your Quote 2024-001 – John Smith” No name: “Your Quote 2024-001”
{contact_info}	Combines phone, email, and website from Company Data. Automatically formats as multi-line list.	Phone: +1 234 567 890 Email: info@example.com Website: https://example.com
{valid_until}	Automatically calculates: offer date + 30 days	If offer date is Dec 15, 2024 Valid until: Jan 14, 2025

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Email Template Tips 💡

Tip	Why It Matters
Keep subject line short (under 60 characters)	Long subjects get cut off on mobile devices. Best practice: 40-50 characters
Use line breaks (press Enter)	Makes email easier to read. Break up long paragraphs into shorter chunks
Include call-to-action	Tell clients what to do next: “Click the link to view” “Accept the quote online”
Professional tone	Match your brand voice: Formal for B2B, friendly for B2C
Test placeholders	Create a test offer and send yourself an email Verify all placeholders work correctly
Avoid spam triggers	Don’t use ALL CAPS, excessive !!!, or spam words (“FREE”, “ACT NOW”, “LIMITED TIME”)

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How Email Sending Works

┌──────────────────────────────────────────────┐
│  WORKFLOW: Email Sending Process             │
├──────────────────────────────────────────────┤
│                                              │
│  1. Create offer in QuotePro Manager         │
│     ↓                                        │
│  2. Click "Generate Public Link" button      │
│     ↓                                        │
│  3. Unique link is created                   │
│     ↓                                        │
│  4. Click "Send Email" button                │
│     ↓                                        │
│  5. Plugin reads Email Template              │
│     ↓                                        │
│  6. Replaces all {placeholders}              │
│     ↓                                        │
│  7. Opens your email client (Gmail, Outlook) │
│     ↓                                        │
│  8. Email is pre-populated and ready         │
│     ↓                                        │
│  9. You review and click Send                │
│                                              │
└──────────────────────────────────────────────┘

Important: The plugin prepares the email but does not send it automatically. You review the populated email in your email client before sending.

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Reset to Default

At the bottom of the Email Template page, there’s a “Reset to Default” button.

What it does:

• Restores both Subject and Body to the original plugin defaults
• Useful if you made mistakes or want to start over

⚠️ Warning: This will overwrite your current template. A confirmation dialog will ask you to confirm before proceeding.

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Common Questions

Question	Answer
Is this feature available in Basic version?	No, Email Template is a Premium-only feature. Basic version does not include email sending functionality.
Does the plugin send emails automatically?	No. The plugin prepares the email with all data filled in, then opens your email client. You review and send manually.
Can I add attachments (PDF)?	Not directly through the template. However, the email includes a link where clients can view and download the PDF offer.
What if a placeholder doesn’t have data?	If data is missing (e.g., no customer name), the placeholder is removed or shows as empty. The email still sends normally.
Can I use HTML in the email body?	No. Email Template uses plain text format for maximum compatibility across all email clients.
Will changes affect old offers?	No. Template changes only affect new emails sent after saving. Previously sent emails are not affected.
Can I have different templates for different clients?	Not directly. There’s one global template for all offers. However, you can edit the email manually before sending to each client.

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Related Settings

Email functionality also depends on these settings:

Related Setting	Location	Why It Matters
Company Name	Company Data	Used in {company_name} placeholder
Company Email	Company Data	Used in {contact_info} placeholder and as “From” address
Company Phone	Company Data	Used in {contact_info} placeholder
Company Website	Company Data	Used in {contact_info} placeholder
Notification Email	Company Data	Where you receive client acceptance notifications

💡 Pro Tip: Keep your Company Data up-to-date so email placeholders always show current information.

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Save Changes

After customizing your email template:

1. Scroll to bottom of page
2. Click “Save Email Template” button
3. Confirmation message appears: “Settings saved.”
4. Your custom template is now active for all future email sending