How to Preview, Download and Send a Costed Quote

Summary

Overview: Before you send a costed quote, check the client document in the Document view and download it as Excel, Word or PDF if you need a copy. Then send it with Approve & Send.

Prerequisites:

• A costed quote is open.
• Your email inbox (Gmail or Zoho Mail) is connected, for leads you reach by email.
• The lead is not archived.

Step-by-Step Instructions

Step 1: Preview the client document

1. In the quote header, click Document.
2. Pippify shows the document exactly as the client receives it, with every program in order.
3. Every change to the costing rebuilds this document.

Step 2: Change the wording (optional)

1. In the Document view, click Edit the text. It turns on once your costing changes have saved.
2. Edit the text and click Save, or Cancel to stop.
3. A hand edit is kept only until the costing changes again; then the document is rebuilt from the costing.

Step 3: Download a copy

1. Click Actions.
2. Choose Download Excel (costing) for the internal costing workbook, Download Word or Download PDF for the client document.
3. Pippify saves your latest changes first, so the file matches the screen.

Step 4: Set the email subject (optional)

1. Click Actions › Edit Subject.
2. Type a subject and click Save. Leave it empty to reply in the client's own email thread.

Step 5: Send it

1. Make sure Checks has nothing under Fix before sending.
2. Click Approve & Send. Pippify saves any pending changes, then sends the quote.
3. On an email lead, the email body is the client document, with the PDF and Word files attached.
4. On a Messenger, WhatsApp or web chat lead, the quote goes out as a chat message.
5. Pippify takes you back to the lead's page. The version is now locked.

You can also send it from the Review Queue with Approve & Send on its card.

Verify It Worked

Success criteria:

• The Quotes page shows Sent [date], not yet opened, then Viewed [date] once the client opens the email.
• Opening the quote shows This version was sent on [date]. Open a new version to change it.

Troubleshooting

Common errors

• "This quote cannot be sent yet: …": a blocking check is open. Fix: see How to Fix Costing Checks Before Sending.
• "Your last changes could not be saved, so the file would be out of date.": Fix: click (retry) on the save chip, then download again.
• "Could not download the file.": Fix: try again.
• "Failed to send the quote. Please try again.": Fix: try again.
• "Email channel not connected. Please configure your email channel in Settings.": Fix: an Admin connects Gmail or Zoho Mail in Settings › Channels.
• "This lead has no email address on file — only a phone number. Reply by SMS instead, or ask the customer for an email address.": Fix: add the lead's email address.
• "This lead is archived. Unarchive it to send a quote.": Fix: unarchive the lead.

Limitations & considerations

• Approve & Send stays off while changes are saving or a check blocks the send. Hover over it to see why.
• Once sent, a version can't be changed. Open a new version to change the offer.
• If you quoted the client yourself outside Pippify, log it instead of sending. See How to Record a Quote You Sent Outside Pippify.

Next Steps & Related Resources

• Next steps:
  • How to Find and Track Quotes
  • How to Make a New Version of a Costed Quote
• Related articles:
  • How to Fix Costing Checks Before Sending
  • How to Record a Quote You Sent Outside Pippify
  • How to Connect Gmail
  • How to Set Quote Validity and Terms

Need more help? For more information and assistance, please send an email to support@pippify.ai.

Last Updated: 10/15/2026