+80.000 quotations sent & approved every month with Invoice Fly
Send fast Quotations by Email Effortlessly
Invoice Fly allows you to generate instant quotations and send them by email with just a few clicks. Win more jobs and kick-start new projects anytime, doesn’t matter if you’re in the office or on the job site, we’ve got you covered.
Step 1: Create a new Quote
- Add your client and job details
Add your quote number and select which client are you sending the quote to, from your client’s list.
Then, include billable items, materials, and the work hours you estimate you’ll need to complete the job.
- Include your price and discounts
Our app automatically calculates the total prices for every serivce and items you’ve added in the past, just select from your service list and it will be done!
Request a signature to ensure client’s alingment with the project.
Step 2: Add Payment Methods
- Enable your Card Payments
Invoice Fly supports Online Payments using Stripe for VISA and MasterCard. We also offer integration with PayPal, Apple Pay, and American Express.
Additionally you can set up your business bank account if you have other payment preferences.
- Add images to support your work
Add before and after the job images so the client can easily see the good results in the estimate.
If the client approves it, quickly convert it into an invoice and send it with 1 click.
Step 3: Customize Your Quote
- Choose a professional template
Choose from one of our 7 templates and match it with your brand colors.
Add your logo or generate a new logo using our AI logo generator tool. You can remove the background of your logo, customize the size.
- Make it look good
We have recently added new gradient colors that will give a modern look to your estimates and quotes.
Easily add or remove any information field from the header, content or summary of your estimate and make it 100% to your liking.
Step 4: Send your final Quotation
- Send it by Email, Link or PDF
Deliver the invoice to your client, globally, with just one click. No sign-up required for your client to view it.
- Convert to Invoice and Get Paid Fast!
After quotation is sent and approved by the client, you can quickly turn it into an invoice.
Invoice Fly automatically reminds your clients about payments, helping you get paid on time. You can focus on work without worrying about follow-ups.
Professional Guide: Sending Quotations to Clients by Email
Crafting the perfect email when sending a quotation to a client is essential for business success. A well-structured quote email doesn’t just present your pricing—it showcases your professionalism and attention to detail.
Why Sending Professional Quotation Emails Matters
When you send a quotation to a customer via email, you’re doing more than sharing numbers. A thoughtfully prepared quotation email to a client sets clear expectations, builds trust, follows up on sales, and accelerates the decision-making process.
Whether you’re a freelancer sending a quote to a client or a established business sending quotation emails to customers, your approach can significantly impact your conversion rates.
Many professionals underestimate the importance of having a proper email format for sending quotations to clients. A well-crafted sample email for sending quotations to customers demonstrates your organization skills and commitment to transparency—qualities that clients value highly.
Key Elements of an Effective Quotation - Sample Email
When preparing to send a quotation to a client by email, include these essential components:
- A clear subject line mentioning “Quotation” or “Quote”
- Professional greeting and introduction
- Brief recap of the client’s requirements
- Detailed breakdown of your services/products and associated costs
- Terms and conditions (payment terms, timeline, etc.)
- Next steps to proceed
- Professional closing with your contact information
Using an established email template for sending quotations to clients ensures you don’t miss any crucial elements and maintains consistency in your communication.
FAQs about Sending Quotation Emails to Clients
To prove you have sent your email quotes, you can:
- 📧 Read receipts with delivery confirmation
- 📅 Auto-CC to your CRM for a paper trail
- 🔗 Unique tracking links to see when they open it
- 📱 SMS backup for important quotes
To fix formatting issues, try with these solutions:
- 💻 Mobile-responsive templates that display perfectly
- 🖼️ PDF fallback version auto-attached
- ✂️ Email-friendly width (600px optimized)
- 🎨 Brand-safe fonts that work across all platforms
- 🔒 Send password-protected PDFs (client-specific passwords)
- 📝 Use watermarked drafts with "CONFIDENTIAL"
- 👀 Try hiding pricing until final approval
- ⚖️ Add a non-circumvention clause in email footer
Yes, here are some automation solutions you can try out!
- 🤖 Auto-reminder sequence (3 gentle nudges)
- 📊 Open-rate tracking to know who to call
- ✅ "Approve Now" buttons in email
- 🗓️ Calendar integration to schedule follow-ups
To handle this type of clients, you can:
- 🔄 Version control numbering (Rev 1.0, 1.1, etc.)
- ⏱️ Revision hour tracker (shows extra time spent)
- 💰 Auto-add revision fees after 3 free changes
- 📌 "Final Quote" lock feature
To make your quotes stand out, try:
- 🔥 Custom branded email templates
- 📌 Urgency subject lines ("Quote expires in 48h")
- 🎯 Preview text optimization (shows key benefits)
- 📎 Visual thumbnails of attached quote
Free Resources
Resources to run your business smoothly and efficiently.
