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Emailing Estimates To Your Customers

Before You Send:  Customizing Your Customer Email Template

Once you have created an estimate for your customer, you can email the estimate to them through Patriot Software. Be sure you have added each customer’s email address to their “Info” tab in their customer record before sending the email.

You can customize the email template that you’ll use to email each customer. Go to Settings > Accounting > Email and Document Templates > Estimate Templates.

The Email Subject and Email Body will already be set up with commonly used “data tags,” which are standard pieces of information from the estimate, that will be inserted into each email.  You can further customize a specific email before you send.

The default template already uses the following data tags, and you can remove or change where they appear in your email:

  • Customer Full Name
  • Customer First Name
  • Customer Last Name
  • Estimate Number 
  • Estimate Date 
  • Expiration Date
  • Estimate Amount 
  • Project Description
  • Company Name

Your Email Address

The email will be sent from the email address “”  However, if your email recipient replies to the email, the reply will be sent to your email address. By default, this will be your email address on record in your Patriot account. You can change this, if needed. You won’t be able to insert any data tags here.

Email Subject

You can customize your email subject line, and insert any data tags by placing your cursor in the location that you want to insert, and click the data tag from the menu above.

Email Body

You can customize your email message and use any of the data tags. Insert a new data tag by placing your cursor in the location you want to insert the tag. Then click the data tag you want to insert. Be sure that you leave a space in front of and/or after the data tag so that it formats correctly in the email.

Customizing Your Estimate Template

You can customize the layout of your estimate PDF.  The changes you make here also apply to your invoice templates and credit memo templates.  For more details, see Customizing Your Invoice Templates.

Emailing an Estimate to Your Customers

After you have created an estimate for your customer, you will see an Estimate Detail page with links to various actions for this estimate. Click “Email.” You can also select the “Email”action from Reports > Accounting > Customer Reports > Estimates.

You will see a preview of the email to be sent to your customer, which will use the format you had set up in the Email Preferences. The email will automatically fill in the address(es) that are on the customer record.  You can send this email to include up to five different email addresses.   A PDF document of the estimate will be attached to the email.

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