> For the complete documentation index, see [llms.txt](https://docs.samita.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.samita.io/sa-request-a-quote/emails/emails-to-customers.md). # Emails sent to customers Customise the Auto response email your customers receive once they have submitted a quote request. This email is often a customer's first impression of how you do business. It confirms their request arrived and sets the tone for everything that follows. The setting is called **Auto response email**, and the app describes it as: "Automatically send an email notification to customers after they submit a quote." ## Set it up {% stepper %} {% step %} ### Open Advanced settings In the app sidebar, click **Advanced settings**. {% endstep %} {% step %} ### Go to the Email notifications tab Choose **Email notifications** from the list of tabs.

**Auto response email** is the one your customer receives.

{% endstep %} {% step %} ### Open the Auto response email editor Click the icon button at the end of the **Auto response email** row. The email opens in its own editor: the template tabs **Basic** and **Advanced** across the top, the sections that make up the email down the right-hand side, and **Preview** to read the result back.

Read the customer's email back in Preview before it ever sends.

{% endstep %} {% step %} ### Choose a template There are two email templates, and you pick one of them: * **Basic** — configure the email template with the available options. You tick what you want shown and the app builds the email. * **Advanced** — manually edit the email content yourself. Choosing **Basic** and clicking **Save** applies the basic template to the emails. Start there unless you already know you want to write the content by hand.

{% endstep %} {% step %} ### Write the email This email goes to customers after they submit a quote, so edit the wording until it reads like something a person would send. Confirm the request arrived, say when you will reply, and echo back what they asked for.\ \ If you want to use some app variables, click on **Show variant.** On the **Basic** template you do this by opening each section on the right and filling it in — [the six sections are listed below](#the-basic-template-section-by-section). Its **Description** and **Footer email content** parts accept the available email placeholders, so the wording can carry the customer's own details. On the **Advanced** template you edit the content directly and add variables yourself: click **Show variants**, copy a variable from the list, and paste it into the template. [The Advanced template](#the-advanced-template) below walks through that.

Variables drop the customer's own details into the message.

{% endstep %} {% step %} ### Attach the PDF, save, then test it Tick **Attach PDF file** if you want the quote attached to this email as a PDF. This checkbox belongs to the customer email alone — the admin notification carries its own copy of it, so ticking it here does not attach anything to the email that comes to you. Click **Save** to save the template. Then submit a request from your storefront using an address you can check, and read the email as a customer would.

{% endstep %} {% endstepper %} ## The Basic template, section by section On the **Basic** template the email is assembled from sections listed down the right-hand side. Click a section to open it and set it up. ### 1. General * **Layout** — select a proper email template you want. * **Subject** — a title that lets the customer identify the quote notification. This is the line they see in their inbox, so it decides whether the email is opened. * **Attach PDF file** — tick this checkbox if you want to attach the quote as a PDF file to the email.

### 2. Header email content * Enter the **Store name** and **Store link** fields. * Click **Upload photo** to add the logo of the store. * Edit the **Description** part. You can use the available email placeholders here. This is where "your branding" actually lives. An email with no store name and no logo is the one customers read as spam.

### 3. Product information Tick the checkbox of each piece of information you want shown for every product in the quote:

Checkbox	Shows in the email
Product image	The product photo.
Product Vendor	The vendor recorded on the product.
Product SKU	The SKU — worth keeping on for anything catalogue-based.
Product Options	The variant the customer chose, such as size or finish.
Product Quantity	How many they asked for.
Product Price	The unit price.
Product Total price	The line total.

{% hint style="info" %} If you hide prices on your storefront, look at **Product Price** and **Product Total price** before you save. These checkboxes are set here, on the email, and not by your hide-price rules — read the result in **Preview** so you know exactly what the customer is sent. See [Hiding prices overview](/sa-request-a-quote/hiding-prices/overview.md). {% endhint %} ### 4. Additional information Tick a checkbox to select the form builder fields you want shown in the email. This is the answer to "why is my custom field missing from the email?" — a field you added in the form builder does not appear here on its own. It has to be ticked in this section first.

### 5. Footer email content Edit the footer content as you want, using the available email placeholders.

### 6. Color and font * Drag and drop to adjust the **Font size**. * Click to choose the **Text color** and the **Heading color** you want.

## The Advanced template Choose **Advanced** when the Basic sections cannot give you the email you want — it lets you edit the email content by hand. {% stepper %} {% step %} ### Choose the Advanced template From the same email setting page, choose the **Advanced** template. {% endstep %} {% step %} ### Edit the content Edit the email template content manually on the right. {% endstep %} {% step %} ### Add variables Click **Show variants**, copy a variable from the list and add it to the email template. For example, to show the name of the customer who submitted the quote: the **Email placeholders** list shows `{!! $name !!}` against **First name**. Put `{!! $name !!}` in the **Subject** field and in the body, and it is replaced with the name of the customer who submitted your quote. Variables work in the **Subject** field as well as the body — that is what turns "Quote request received" into "Thanks, Sarah — we have your quote request".

{% endstep %} {% step %} ### Custom CSS codes Put custom CSS codes for the email content in the **Custom CSS codes** field. This is optional.

{% endstep %} {% step %} ### Save Click **Save** to save the template. {% endstep %} {% endstepper %} {% hint style="warning" %} Whichever template you select and save is the one applied to the emails — selecting **Basic** and clicking **Save** applies the basic template. They are two different ways of producing the same email, so read **Preview** after switching instead of assuming your wording came with you. {% endhint %} ## What to put in it

Include	Why
Confirmation you received it	Stops the customer wondering whether the form worked.
When you will reply	"Within one business day" prevents chasing emails and sets expectations.
A summary of what they asked for	Lets them spot a mistake immediately rather than after you have quoted.
Your branding	An unbranded automated email reads as spam.

Each of those lands in a particular control: confirmation wording and reply time go in **Header email content** → **Description** and in **Footer email content**; the summary of what they asked for is the **Product information** checkboxes plus the ticked **Additional information** fields; your branding is **Store name**, **Store link** and **Upload photo** in **Header email content**. {% hint style="success" %} Write the **Subject** field in **General** as something a person would send. "Your quote request — \[your store]" gets opened; "Automated notification" gets ignored. {% endhint %} {% hint style="info" %} **Editable email template** is included on the **FREE** plan. If you would rather the email carried no app credit, **Remove copyright from email** is listed on the **PREMIUM** plan. A greyed-out control with a padlock line reading "🔐 This feature is available on …" is your plan rather than a fault. **Pricing plans** in the app sidebar shows what each plan includes. {% endhint %} ## Where the customer lands after submitting The email is only half of the acknowledgement. The other half is what the customer sees on screen — the **Success message** tab of the **Customize** editor sets that, and it says so itself: "Customer confirmation and admin notification emails are managed in Other settings." Keep the two consistent. ## Replying with your actual quotation The **Auto response email** is the automatic acknowledgement. Your priced reply is sent separately from the quote itself: * From **Quote list**, use the send email action on the row. * From an open quote, use **Resend an email** at the bottom of the quote. See [Send a quotation](/sa-request-a-quote/managing-quotes/send-quotation.md). ## Sending the quote as a document Many business buyers need something they can file or forward for approval. Quote documents are built from the **Quote PDF** template on the **PDF template** tab of **Advanced settings** — see [Attach a PDF to quote emails](/sa-request-a-quote/emails/attach-pdf.md). ## Writing to customers in their own language Both quote emails are translated by **Translations AI** on the **Translations** tab of **Advanced settings**. See [Translate quote emails](/sa-request-a-quote/emails/translate-emails.md). ## Next steps * [Send from your own address (SMTP)](/sa-request-a-quote/emails/smtp.md) — send from your own address rather than the app's * [Translate quote emails](/sa-request-a-quote/emails/translate-emails.md) — write to customers in their own language * [Send a quotation](/sa-request-a-quote/managing-quotes/send-quotation.md) — reply with a priced quote --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.samita.io/sa-request-a-quote/emails/emails-to-customers.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.