Deliver Your Proposal Straight to the Client's Inbox
Emailing a proposal directly from QuickEstimate is the fastest way to get your quote in front of a client—without leaving the platform or copying figures into another tool. Every email you send is tracked, so you always know when your proposal has been read.
Whether you're following up on a site visit or responding to an enquiry, QuickEstimate lets you compose a personalised covering message, attach the proposal, and hit send—all in under a minute.
Step-by-Step: Sending Your Proposal by Email
Follow these five steps to send a polished, tracked proposal email directly from QuickEstimate. Each step is quick, and the result is a professional delivery your client will trust.
Open the Proposal You Want to Send
Before sending, make sure the proposal is finalised and approved. Only proposals in "Approved" status can be sent to clients.
- Navigate to the Proposals section from your dashboard
- Locate the proposal you want to send and click to open it
- Confirm the status shows "Approved" — if not, complete the preview and approval step first
- Click "Send Proposal" from the action menu at the top right
If you need to make changes before sending, click "Edit" to return to draft mode, update the proposal, then re-approve before sending.
Enter the Recipient's Email Address
QuickEstimate pre-fills the client's email from your project details. Verify it's correct before sending, and add any additional recipients if needed.
- Check the To field—the client's email is pulled from the estimate automatically
- Add CC recipients (e.g. a project manager or business partner) if required
- Double-check the email address for typos, especially for new clients
- Optionally send a copy to yourself by ticking "BCC me on this email"
You can send the same proposal to multiple recipients by adding comma-separated email addresses in the To or CC field.
Write Your Subject Line and Message
A personalised covering message goes a long way. QuickEstimate provides a default subject line and message body—edit them to make the email feel human and relevant to your client's project.
- Edit the Subject line to include the project name and proposal reference
- Personalise the email body with the client's name and a brief note about their project
- Mention any key details—start date, next steps, or anything discussed in person
- Include a clear call to action, e.g. "Please review and let us know if you have any questions"
- Keep the message concise—the detail is in the proposal itself
Choose How the Proposal is Attached
QuickEstimate gives you two ways to deliver the proposal document inside the email—choose the format that works best for your client.
- PDF Attachment: The proposal is attached as a downloadable PDF file—familiar and easy for any client to open
- Shareable Link: A secure, unique URL is embedded in the email body—the client clicks to view the proposal in their browser with no download needed
- The link option allows real-time read-receipt tracking and enables e-signature directly in the browser
- Both options display your full branding, layout, and document content identically
You can include both a PDF attachment and a link in the same email if your client prefers to have a copy saved locally.
Send and Track the Email
Once you're happy with the email, hit send. QuickEstimate immediately begins tracking delivery and engagement so you always know what's happening with your proposal.
- Click "Send Now" to deliver the email immediately
- Or use "Schedule Send" to deliver at a specific date and time (e.g. next business morning)
- Your dashboard updates the proposal status to "Sent" as soon as the email is delivered
- You'll receive a notification the moment the client opens the email or views the proposal
- Set an automatic follow-up reminder if the proposal is unopened after a number of days you specify
The proposal status on your dashboard updates in real time: Sent → Opened → Accepted (or Declined). You can view the full activity timeline from the proposal detail page at any time.
What the Client Receives in Their Inbox
Your client gets a clean, professional email from your business name (not a generic QuickEstimate address), containing:
- Your personalised subject line and covering message
- The proposal as a PDF attachment and/or a secure view link
- A clear call to action—view, sign, or reply with questions
- Your business contact details in the email footer
- No QuickEstimate branding visible to the client—it looks like it came directly from you
A well-crafted email with a polished proposal attached dramatically increases the chance of a fast, positive response.
Pro Tips for Proposal Emails That Get Responses
The email you send with your proposal is as important as the proposal itself. These strategies help you stand out and get faster sign-off.
Personalise the Subject Line
Include the client's name and project in the subject line. Emails with specific, relevant subjects get opened at a much higher rate than generic ones.
Schedule for Peak Open Times
Use the scheduled send feature to deliver your proposal on Tuesday or Wednesday between 9–11am. Avoid Mondays and Friday afternoons when inboxes are busiest or ignored.
Set a Follow-Up Reminder
If the proposal is opened but not accepted within 3 days, QuickEstimate can send you a reminder to follow up. A timely nudge significantly improves conversion rates.
Use the Link Instead of PDF
A clickable proposal link looks modern, loads instantly on any device, and allows real-time tracking. Clients are more likely to engage with a link than download an attachment.
Mention E-Signature in the Email
Explicitly tell the client they can sign digitally in one click. Many clients don't realise this is possible and will print, sign, and scan if you don't point it out.
Save Your Email as a Template
Once you've written a great covering message, save it as a default template. Future proposals will pre-fill the email body, saving you time on every send.
Frequently Asked Questions
The email is sent on behalf of your business and displays your business name and email address to the recipient. QuickEstimate handles the delivery infrastructure in the background, but the client sees it as coming directly from you—no QuickEstimate branding is visible to them.
When you send via QuickEstimate email, you'll receive an in-app notification and optional email alert the moment the client opens the proposal. Your dashboard displays the full status timeline: Sent, Opened, Accepted, or Declined—updated in real time.
Yes. From the proposal detail page, click "Resend" to deliver the email again. You can update the message before resending. QuickEstimate also shows you the delivery status, so you can confirm whether the original email was successfully delivered to the client's inbox.
Yes. Add additional recipients in the CC field when composing the email. You can also add multiple addresses to the To field separated by commas. All recipients will receive the same email and can access the proposal—however, only the primary client is tracked for read receipts and e-signature.
When a client clicks to accept or e-sign, you'll receive an instant notification and the proposal status on your dashboard updates to "Accepted." You can then convert the accepted proposal into a job, generate an invoice, or trigger the next step in your workflow—all from within QuickEstimate.
Ready to Track Client Responses?
Learn how to monitor proposal status and manage accepted jobs from your dashboard.