Send and Share Quotes with Clients

You've created a professional quote. Now it's time to get it in front of your client. SemaQuote makes it easy to deliver quotes via email with a secure link to your branded client portal.

In this guide, you'll learn about delivery options, what your clients see when they receive your quote, and tips for getting faster responses.

Email Delivery

Email is the standard way to send quotes. Your client receives a professional, branded message that includes:

• Your company name and logo (if you've added one)
• A summary with the quote description, total amount, and expiration date
• A prominent View Quote button that opens the client portal
• Your contact information in the footer

What you need: The client must have an email address in their profile.

How to Send a Quote

Sending from the Quote Editor

After you've finished creating or editing your quote:

1. Review all the details one more time
2. Click or tap Send Quote
3. Add a personal message if you'd like (more on this below)
4. Confirm and send

Your client receives the notification immediately, and you can start tracking their engagement.

Sending a Draft Quote Later

If you saved a quote as a draft and now you're ready to send it:

1. Go to Quotes in the main menu
2. Find your draft (look for the Draft badge)
3. Click the Send button or tap the send icon on mobile
4. Confirm and send

Sending a Quote Again

Sometimes clients need a reminder. If someone hasn't responded:

1. Open the quote from your Quotes list
2. Click Resend or tap the resend icon
3. Your client receives a fresh notification with the same link

Good to know: Resending doesn't change the quote status. If they've already viewed it, it stays as Viewed. You're simply sending another notification to get their attention.

Add a Personal Touch

When you send a quote, you can include a personal message that appears in the email body. This small gesture makes your quote feel less automated and more like genuine communication.

Example messages:

• "Thanks for meeting with me today! Here's the quote we discussed."
• "Let me know if you have any questions about the scope or pricing."
• "Looking forward to working with you on this project."
• "Call me anytime if you'd like to go over the details."

A brief, friendly note goes a long way in building client relationships.

What Your Client Experiences

Understanding the client's perspective helps you communicate better and answer their questions.

When They Receive an Email

The email includes:

1. Header with your company name and logo
2. Your personal message (if you added one)
3. Quote summary showing:
   • Quote number (like Q-001234)
   • Description of the work
   • Total amount
   • Valid until date
4. View Quote button that opens the portal
5. Footer with your contact info

The design is clean and professional, and it works well on both desktop and mobile devices.

Inside the Client Portal

When your client clicks the link, they land on a branded portal page where they can:

• Review the complete quote with all line items
• See your company information and contact details
• Read any terms and notes you've included
• Accept the quote by typing their name as an electronic signature
• Decline the quote (with an optional reason)
• Download a PDF copy for their records
• Contact you with questions

The best part? No login required. The link contains a secure token that identifies them automatically.

Other Ways to Share Quotes

Sometimes you need to share a quote outside of the normal send flow.

Copy the Link

1. Open the quote
2. Click Share > Copy Link
3. Paste it anywhere: email, messaging app, even a sticky note for in-person meetings

The link works exactly like the one in sent notifications.

Download as PDF

1. Open the quote
2. Click Share > Download PDF
3. Attach it to an email or share through any method you like

Keep in mind that PDF copies look great but don't allow online acceptance. If you want your client to accept digitally, share the portal link instead.

Print a Copy

1. Open the quote
2. Click Share > Print
3. Use your browser's print dialog

Paper copies are helpful for in-person meetings or clients who prefer physical documents.

Managing Client Contact Information

For smooth delivery, make sure client profiles include:

• Email address (required for email delivery)
• Phone number (for calling them about the quote)
• Preferred contact method (helps you remember how they like to communicate)

You can update contact info anytime:

1. Go to Clients
2. Select the client
3. Click Edit
4. Update their contact fields

After You Send: Tracking Delivery

When you send a quote, SemaQuote confirms:

• The timestamp of when it was sent
• Successful delivery status

For deeper tracking, check the quote's activity log. You'll see:

• When notifications went out
• When your client viewed the quote
• Any delivery errors that occurred

This information helps you know when to follow up and whether there might be delivery issues.

Troubleshooting Delivery Problems

Client Didn't Receive the Email

1. Ask them to check their spam or junk folder
2. Verify the email address is correct in their profile
3. Check if your domain has email authentication issues (Settings > Email)
4. Try resending the quote

The Link Isn't Working

1. Check if the quote has expired (clients see a message about this)
2. Verify the client hasn't been deleted from your system
3. Try resending to generate a fresh notification

Platform Comparison

Best Practices for Better Response Rates

Send quickly: Clients are most engaged right after your meeting or conversation. Strike while the interest is fresh.

Include a personal note: Even a single sentence makes your quote feel more human.

Follow up thoughtfully: If you haven't heard back in 2-3 days, resend or give them a call.

Set reasonable validity: 7-14 days creates urgency without feeling pushy.

What's Next?

Once you've sent your quote, the next step is tracking what happens. Learn about the full quote lifecycle in understanding quote statuses.

When a client accepts, you'll be ready to convert it to an invoice. Check out our guide on converting quotes to invoices.