Emails

The Emails tab manages all quote-related communication templates and notification settings. Customize email content for different quote events and configure automatic reminders.

The Emails page

Three tabs organize your email configuration:

• Templates: Customize emails sent for quote events
• Automatic Reminders: Set up follow-up email schedules
• System Notifications: Configure internal team notifications

Email Templates

Templates control the content of emails sent to clients during the quote lifecycle.

Available templates

Four event templates can be customized:

Editing a template

1. Click the Templates tab
2. Click the template you want to edit (e.g., “Quote Sent”)
3. Modify the template fields:
   • Template Name: Internal reference name
   • Description: Optional notes about the template
   • Email Subject: Subject line clients see
   • Email Message: Body content of the email
4. Click Save Template

Template fields

Template Name

• Internal identifier
• Not shown to clients
• Example: “Standard Quote Send”

Description

• Internal notes about when to use this template
• Helpful for teams with multiple template variants
• Example: “Used for all new quotes over $5,000”

Email Subject

• The subject line the client sees
• Use placeholders for personalization
• Keep under 60 characters for best display
• Example: “Quote [QUOTE_NUMBER] from [BUSINESS_NAME]”

Email Message

• Main body content of the email
• Supports plain text and basic formatting
• Use placeholders for dynamic content
• Include clear calls to action

Placeholders

Insert dynamic content using placeholder codes:

Template best practices

• Personalize with placeholders: Use [CONTACT_NAME] for a personal touch
• Include the quote link: Always include [QUOTE_LINK] for easy access
• Add context: Briefly explain what the quote covers
• Clear next steps: Tell clients what action to take
• Professional tone: Match your business brand voice
• Test before rollout: Send a test quote to yourself after editing

Example template content

Quote Sent subject:

Quote [QUOTE_NUMBER] for [QUOTE_TITLE] - [BUSINESS_NAME]

Quote Sent message:

Dear [CONTACT_NAME],

Please find attached your quote [QUOTE_NUMBER] for [QUOTE_TITLE].

Total: [QUOTE_TOTAL]
Valid until: [QUOTE_EXPIRY_DATE]

View and accept your quote here: [QUOTE_LINK]

If you have any questions, please don't hesitate to contact us.

Best regards,
[SENDER_NAME]
[BUSINESS_NAME]

Automatic Reminders

Configure follow-up emails to send automatically when clients haven’t responded to quotes.

How reminders work

• Reminders send automatically based on your schedule
• Only sent for quotes with “sent” status
• Stop sending once client views, accepts, or declines
• Configured per-template (different schedules for different quote types)

Setting up reminders

1. Click the Automatic Reminders tab
2. Enable reminders for desired templates
3. Configure the reminder schedule:
   • Send after: Days after initial send (e.g., 3 days)
   • Follow-up cadence: Additional reminders (e.g., every 7 days)
   • Maximum reminders: Cap total reminders sent
4. Customize reminder message content
5. Save settings

Reminder message tips

• Keep it polite and professional
• Reference the original quote
• Include the quote link again for convenience
• Mention the expiry date to create urgency
• Provide a direct contact method for questions

Example reminder schedule

• First reminder: 3 days after sending
• Second reminder: 7 days after first reminder (if no response)
• Third reminder: 7 days after second reminder
• Maximum: 3 reminders total

System Notifications

Configure internal email notifications for your team when quote events occur.

Notification events

Setting up notifications

1. Click the System Notifications tab
2. Enable notifications for desired events
3. Set destination email addresses:
   • Business Email: Sent to your primary business email
   • Additional Emails: Comma-separated list for multiple recipients
4. Save settings

Notification content

System notifications include:

• Quote number and title
• Client name
• Event type and timestamp
• Link to view the quote in the system
• Client IP address and location (for viewed notifications)

When to use notifications

Enable for:

• Time-sensitive quotes requiring quick follow-up
• High-value opportunities
• Distributed teams needing awareness
• Workflow triggers (e.g., acceptance starts project)

Consider disabling if:

• You check quotes dashboard frequently
• Quote volume is very high
• Team prefers consolidated daily summaries

Email delivery

Sending from Rebased

• Emails sent from Rebased servers
• Sender name shows your business name
• Reply-to address is your business email
• SPF and DKIM configured for deliverability

Client email display

• HTML formatting supported in templates
• Links are clickable
• Quote PDF attached automatically
• Mobile-friendly formatting

Delivery tracking

• Viewed status tracked when client opens quote
• Click tracking on quote link
• Bounce notifications for failed delivery
• Spam folder warnings for flagged emails

AU-specific notes

• Compliance: Ensure templates meet Australian email marketing standards
• Privacy: Client data in placeholders handled per Australian Privacy Principles
• Timing: Consider AU business hours when setting reminder schedules
• Language: Use Australian spelling and terminology
• GST: Quote totals automatically include GST where applicable

Best practices

Template design

• Consistency: Use same branding across all templates
• Brevity: Keep messages concise and scannable
• Mobile-first: Most emails opened on mobile devices
• Single CTA: One clear action per email
• Signature: Include consistent professional sign-off

Reminder strategy

• Don’t over-communicate: Limit to 2-3 reminders maximum
• Progressive urgency: First reminder gentle, later reminders more direct
• Respect timing: Avoid weekends and public holidays
• Expiry awareness: Reference approaching expiry dates

Team coordination

• Notification routing: Send to responsible team members
• Response time: Set expectations in your process documentation
• Coverage: Ensure notifications reach someone even when primary contact is away

Testing

• Send test quotes: Always test template changes
• Check formatting: Verify display across email clients
• Test placeholders: Confirm all placeholders populate correctly
• Mobile check: Review on mobile device

Troubleshooting

Common issues

Emails going to spam:

• Ask clients to whitelist your domain
• Check subject line isn’t too promotional
• Verify sender authentication is configured

Placeholders not populating:

• Check bracket format: [QUOTE_NUMBER] not QUOTE_NUMBER
• Verify placeholder name is valid
• Re-save template after fixing

Reminders not sending:

• Confirm reminders are enabled
• Check quote status is “sent” (not “draft”)
• Verify reminder schedule is configured

Notifications not received:

• Check spam/junk folders
• Verify email address is correct
• Confirm notification type is enabled