Send Email (Premium)

Premium-only feature – Not available in Basic version

Overview

The “Send Email” feature allows you to quickly share offer links with clients by opening a pre-filled email draft in your default email client (Gmail, Outlook, Thunderbird, etc.).

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How It Works

1. Generate Client Link First

Before sending an email, you must:

1. Save your offer in WordPress
2. Click “🔗 Generate Link” button
3. Wait for the public link to be created

2. Click “📧 Send Email” Button

Once the link is generated:

1. Click “📧 Send Email” button (Premium only)
2. Your default email client opens automatically
3. Email is pre-filled with:
   • To: (Empty – you add client email manually)
   • Subject: Auto-generated from template
   • Body: Professional message with all offer details

3. Email Template Structure

The email content is automatically generated using placeholders:

Default Template:

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}

4. Available Placeholders

These variables are automatically replaced with real data:

AVAILABLE PLACEHOLDERS
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{customer_name}
  Description: Customer name or company name
  Example: John Smith / ABC Corporation

{offer_no}
  Description: Offer number
  Example: OF/251126-01

{offer_date}
  Description: Offer date (formatted)
  Example: November 26, 2025

{offer_url}
  Description: Public link to the offer
  Example: https://yoursite.com/offer/a1B2c3D4e5F6g7H8/

{valid_until}
  Description: Expiration date (offer date + 30 days)
  Example: December 26, 2025

{company_name}
  Description: Your company name from settings
  Example: Sample Company Inc.

{contact_info}
  Description: Your contact details (phone, email, website)
  Example: Phone: +234 567 890 161
           Email: info@example.com
           Website: https://example.com

5. Technical Details

How it works:

• Uses native mailto: protocol
• Opens your default email client (Gmail, Outlook, Apple Mail, etc.)
• No server-side sending – you send from your own email
• Data is inserted via URL encoding
• Works offline (draft is created locally)

What happens:

javascript

// JavaScript generates this URL:
mailto:?subject=Your%20Quote%20OF/251126-01&body=Dear%20John...

// Your email client opens with pre-filled content

Advantages:

• ✅ Uses your personal email (better deliverability)
• ✅ Email appears in your “Sent” folder
• ✅ Client sees your real email address (builds trust)
• ✅ Can edit before sending
• ✅ Can add CC/BCC
• ✅ Can attach additional files

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Email Template Customization (Premium)

Access Settings

QuotePro → 📧 Email Template

Customization Options

1. Email Subject
   • Default: Your Quote {offer_no}{customer_name}
   • Example result: “Your Quote OF/251126-01 – ABC Corp”
   • Use placeholders to personalize
2. Email Body
   • Multi-line text editor
   • Supports all placeholders
   • Use Enter key for line breaks
   • Keep it professional and concise
3. Reset to Default
   • Button to restore original template
   • Useful if you want to start over

Example Customization

Custom Subject:

Angebot {offer_no} von {company_name}

Custom Body (German example):

Sehr geehrte/r {customer_name},

vielen Dank für Ihr Interesse. Anbei finden Sie Ihr 
persönliches Angebot:

{offer_url}

Angebotsdetails:
- Nummer: {offer_no}
- Datum: {offer_date}
- Gültigkeit: 30 Tage (bis {valid_until})

Bei Fragen stehen wir Ihnen gerne zur Verfügung:
{contact_info}

Mit freundlichen Grüßen,
{company_name}

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Step-by-Step Usage

For Premium Users:

1. Create and save offer in WordPress
2. Fill customer details (name, email)
3. Click “🔗 Generate Link”
4. Wait for confirmation: “Link generated successfully!”
5. Click “📧 Send Email”
6. Your email client opens with pre-filled draft
7. Add recipient email in “To:” field
8. Review and edit if needed
9. Click Send in your email client

Email Client Compatibility

Email Client	Opens Automatically	Pre-fill Support	Notes
Gmail (web)	✅ Yes	✅ Full support	Requires browser mailto: handler setup
Outlook (desktop)	✅ Yes	✅ Full support	Windows & Mac versions
Apple Mail	✅ Yes	✅ Full support	macOS & iOS
Thunderbird	✅ Yes	✅ Full support	Cross-platform
Outlook (web)	⚠️ Depends on browser	✅ Full support	Browser must handle mailto: links
Yahoo Mail	⚠️ Depends on browser	⚠️ Partial support	Subject works, body may truncate
ProtonMail	⚠️ Manual setup required	⚠️ Partial support	Desktop bridge recommended
Mailbird	✅ Yes	✅ Full support	Windows only
eM Client	✅ Yes	✅ Full support	Windows & Mac
Spark	✅ Yes	✅ Full support	macOS & iOS

Note: Web-based email clients require browser configuration to handle mailto: links.

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Basic Users

What You See:

• Button shows: “🔒 Send Email”
• Badge: “Premium”
• Status: Disabled (grayed out)
• Tooltip: “Premium feature”

Click Behavior:

Shows popup alert:

"This feature requires Premium."

Workaround for Basic Users:

Option 1: Manual Email

1. Click “📋 Copy Link” button
2. Open your email client manually
3. Paste the link
4. Write your own message
5. Send to client

Option 2: Upgrade to Premium

• Go to QuotePro → ⭐ Upgrade to Premium
• See pricing and features comparison
• Unlock Email Template customization

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Troubleshooting

“Nothing happens when I click Send Email”

Cause: No default email client configured

Solution:

1. Windows: Set default mail app in Settings → Apps → Default apps
2. Mac: Set in Mail app → Preferences → General → Default email reader
3. Linux: Configure in System Settings → Applications → Mail

“Email template is too long / gets cut off”

Cause: Some email clients have URL length limits

Solution:

1. Shorten your email template
2. Remove unnecessary text
3. Use shorter placeholder content in Settings → Company Data

“Placeholders not replaced”

Cause: Missing data in offer or company settings

Solution:

1. Fill all customer details (name, company)
2. Set offer number and date
3. Complete company information in Settings → Company Data
4. If field is empty, placeholder shows as-is

“Email shows weird characters (encoding issues)”

Cause: Special characters in template

Solution:

• Avoid special symbols like: &, %, #, +
• Use plain text only
• Check company name doesn’t have special chars

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Best Practices

✅ DO:

• Fill customer email in offer form (for reference)
• Review email draft before sending
• Test with your own email first
• Keep templates professional and concise
• Use all contact info placeholders

❌ DON’T:

• Don’t send without reviewing
• Don’t use ALL CAPS in templates
• Don’t include HTML in email body (plain text only)
• Don’t make templates too long (>500 words)
• Don’t forget to add recipient email when client opens

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Privacy & Security

What data is shared:

• Public offer link (expires after 30 days)
• Offer number, date, validity
• Your company contact information

What is NOT shared:

• Pricing details (client must open link)
• Internal notes or comments
• WordPress admin data
• Client’s personal data (except name)

GDPR Compliance:

• Link expires automatically after 30 days
• No email addresses stored in public links
• Client can request data deletion
• All tracking is anonymous (IP + User Agent only)