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Sending the quote to the customer

The quote goes out from your own Gmail account — the customer sees your address and replies to you. It needs Gmail connected; if you haven't, see "Connecting Gmail".

The send dialog

Three fields, all three pre-filled:

  • Subject — "Quote QT-2026-0001 — Your Legal Name". Change it if you like.
  • Message (optional) — a couple of covering lines. Got standard texts? The "Template" button brings them in (you write them in Settings → Business → Message Templates).
  • Language — the language the customer reads the document in, independent of your own interface language. A Greek UI and a German customer is not a contradiction.

There can be more than one recipient, with cc — the buyer and the bookkeeper together.

What reaches the customer

Not a PDF attachment. The customer opens the email and sees the document itself inside the message: the items, quantities, prices, totals, your details, your terms and your bank accounts if you've filled them in.

Why: an attachment has to be downloaded, trips over corporate filters, and is simply awkward on a phone. The email reads wherever the customer happens to be.

At the bottom there's a green approval button. What it does: see "Customer approval".

What changes the moment you hit Send

  • The status becomes Sent and the time is kept.
  • The items go back to pending. That's deliberate: a new send is a new question to the customer. An old approval must not silently survive onto a revised quote and let you print something the customer never saw.
  • Your details freeze onto the quote — legal name, VAT number, address, logo. Change address next year and last year's quote still shows the one that was right at the time. That's how a commercial document behaves.
  • The send is recorded in the quote's history.

Sending again

Something changed? You fix it and send again as normal. The message stays in the same thread as the first one, so the customer isn't hunting through ten scattered emails for the latest version.

Email isn't always needed

For the customer who walks into the shop or wants it on paper: the Print button renders the quote as a clean page to print or save as PDF from the browser, with a language choice there too.

If it won't send

Two causes cover nearly everything: Gmail isn't connected, or the customer has no email address on record. In both cases PressCal says so plainly instead of sending into the void.