1
Open the Send Document window
Inside the document editor, click the Send button to open the Send Document modal window.
Choose Email Service and Template When Sending Documents
This guide explains how to choose an email service and apply a template when sending documents to ensure consistent branding and messaging.
Sending Documents with Email / Template Settings
Learn how to send documents using different email services, select saved email templates, and customize outgoing document messages before sending.
Steps to send documents using email and template settings
2
Review the email sending options
The Send Document window allows you to choose an email service, select email templates, and customize the outgoing email message before sending the document.
3
Review the From email field
In the From field, review the currently selected sender email address and connected email service.
4
Open the sender email dropdown
Click the dropdown icon beside the From field to display the list of available connected email addresses.
5
Select an email service
Choose the email address and service you want to use as the sender email for the document.
6
Configure additional email accounts if needed
Additional sender email accounts can be connected through Settings → Email Setup if more email options are required.
7
Review the document email content
Review the subject line and email body content that will be sent along with the document.
8
Open saved email templates
Click the Saved Templates button to view the list of available email templates.
9
Select an email template
Choose a saved email template to automatically load its predefined subject line and email content into the message editor.
10
Customize the loaded email message
Edit the subject line or email body content as needed before sending the document to recipients.
11
Send the document
Once the email settings and content are finalized, click Send Document to deliver the document to the recipient.
Frequently Asked Questions
How do I choose which email address a document is sent from?
When composing a message in QuoteCloud, click the dropdown icon next to the From field to view available sender addresses and select the one you want the document to be sent from. This lets you pick the correct business or department address when sending quotes, proposals, or other documents.
Can I add multiple email services or new From email addresses?
Yes. You can add additional email services and From addresses in your account under Settings → Email Setup → My Email Services. Follow the Add or Edit Email Services guide in the QuoteCloud documentation for step‑by‑step instructions to connect new services or verify addresses.
Can I use an email template as my default email content or signature?
Yes. Saved email templates can be applied as your default email content or signature so every sent document uses consistent messaging and branding. Manage and select default templates under Settings → Email Templates, and refer to the guide on personalising default emails for sending and revising documents for detailed setup and options.
Where do I find and manage saved Email Templates in QuoteCloud?
Saved email templates are located in Settings → Email Templates. From there you can create new templates, edit existing ones, organize templates by use case, and control which templates are available when sending or revising documents from your quote or proposal software.
What if I need a template specific to my industry or document type?
QuoteCloud supports creating and saving templates tailored to particular industries or document types. Build templates with the language, branding, fields and call‑to‑action that match your use case (for example, a proposal for construction vs. a recurring service quote), then select the appropriate saved template when sending a document.
How do email services and templates help maintain consistent branding and messaging?
Using a dedicated email service/From address together with saved email templates ensures every sent document shows the same sender identity, tone, signature and branded content. This consistency reduces confusion for recipients and strengthens your brand across quotes and proposals sent from your sales quoting software.
Best practices for creating email templates when using sales quoting and proposal software?
Name templates clearly (e.g., "Proposal - Construction - Standard"). Include a concise subject, a short branded opening, the key call to action, and full contact details in the signature. Use placeholders for recipient-specific fields, keep content mobile‑friendly, and maintain a plain‑text fallback. Test send each template and version templates so teams use the correct language when sending quotes or proposals.
How can I preview or test an email template before sending a quote or proposal?
Before sending, open the email composer and select the template to preview how it merges with your document. Perform a test send to your own address (and to a colleague if needed) to verify the From address, subject, merged fields, signature, and branding display correctly on desktop and mobile. Adjust the template in Settings → Email Templates and retest as needed.