How to Review and Send a Quote Pippin Drafted

Summary

Overview: When Pippin drafts a quote, it waits for a person to check it. You can send it straight from the Review Queue, or open it first to make changes, and then send it.

Prerequisites:

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

How Pippin Decides

1. Pippin drafts a quote when the conversation has what it needs to price one.
2. The draft gets the status Pending Review and a Quote card in the Review Queue.
3. Your team gets a notification: "Pippin drafted a catalog quote for [name] — review it" (or a costed quote). Clicking it opens the Review Queue.
4. Pippin stops there. Nothing goes to the lead until someone clicks Approve & Send.

Limits

• Quotes always wait for approval, at every automation level.
• A costed quote with something to fix can't be sent until you fix it.
• Quote cards in the Review Queue have no Edit Before Sending button and don't show the quote text. To read or change a quote, open it.
• Once a quote is sent, it is locked. It can't be edited or sent again.

Step-by-Step Instructions

Step 1: Find the quote

1. Click Review Queue in the left menu. Quote cards carry a Quote label and a second label for how the quote was made: Catalog quote or Costed draft. To show only quotes, click the Quotes chip above the list.
2. Or click Quotes in the left menu. Quotes waiting for review show Ready to send in the Next step column (or Fix N things before sending for a costed quote with checks to fix).
3. Or open the lead and click the Quotes tab. The quote shows Pending Review.

Step 2: Check the card in the Review Queue

1. Read the lead's name (click it to open the conversation in the Inbox), the company, how long the quote has waited (for example 2 hours ago) and the email subject. The card doesn't show the quote itself; click Open quote to read it (Step 4).
2. For a costed quote, the card also shows the version, the number of hotel sets or services, and the program titles, for example v1 · 2 hotel sets · 4D3N CEBU.
3. Anything that blocks a costed quote from sending is listed in red.

Step 3: Send it as it is

1. On the card, click Approve & Send.
2. Pippify shows "Item approved and sent" and the card leaves the queue.

Step 4: Or open it and change it first

1. On the card, click Open quote (or Open costing for a costed quote). You can also click the quote on the Quotes page or in the lead's Quotes tab.
2. For a catalog quote:
   1. Edit the text of the quote document. Select text to make it bold, italic, underlined, a heading or aligned. Type / for Heading 1, Heading 2, Heading 3, Bullet List, Numbered List, Table or Divider.
   2. If the quote has Options, check each option's name, Per person rate and Pax. The Group total updates as you type. Pick the Headline option; its group total is the quote total.
   3. Click Save Draft to keep your changes. To drop them, click Discard, then Discard changes in the Discard changes? box. The quote stays as it was last saved.
3. For a costed quote, check the costing and fix anything listed under Fix before sending. See How to Build a Costing and How to Fix Costing Checks Before Sending.
4. To change the email subject, click Actions › Edit Subject, type the subject and click Save. Leave it empty to reply in the lead's own email thread.
5. Click Approve & Send. Unsaved changes are saved first. Pippify sends the quote and takes you back to the lead.

Step 5: Or reject it

1. On the card in the Review Queue, click Reject.
2. Pippify shows "Item rejected" and the card leaves the queue. Nothing is sent.
3. The quote stays on the Quotes page. Delete it there if you don't need it (costed quotes can't be deleted).

Verify It Worked

Success criteria:

• The card is gone from the Review Queue.
• On the Quotes page the quote shows Sent [date], not yet opened, and later Viewed [date] once the lead opens the email.
• The lead's conversation shows the quote was sent.

Troubleshooting

Common errors

• "This lead is archived. Unarchive it to send a quote.": the lead is archived. Fix: unarchive the lead, then send.
• "Email channel not connected. Please configure your email channel in Settings.": No email inbox is connected. Fix: an Admin connects Gmail or Zoho Mail in Settings › Channels, then you send again.
• "Gmail authentication has expired. Please reconnect your Gmail channel in Settings → Channels." or "Gmail credentials are invalid. Please reconnect your Gmail channel in Settings → Channels.": Fix: an Admin clicks Reconnect Gmail on the Email card in Settings › Channels, then you send again.
• "Zoho Mail stopped accepting this connection. Please reconnect your email in Settings → Channels.": Fix: an Admin clicks Reconnect Zoho Mail on the Email card in Settings › Channels, then you send again.
• "This lead has no email address on file — only a phone number. Reply by SMS instead, or ask the customer for an email address.": the lead has no email address. Fix: add the lead's email address. On an SMS lead, approving from the Review Queue instead makes the quote wait until the lead texts back an email address.
• "This lead has opted out of receiving messages, so it cannot be contacted automatically. You can still reply manually if needed.": the lead opted out. Pippify won't send them a quote.
• "Messenger's messaging window has closed — the customer must message you first." or the WhatsApp 24-hour message: the chat window is closed. Fix: wait for the lead to message you again.
• "Quote has already been sent": someone else sent it first. Nothing more to do.
• "This quote is empty. Write the quote or add its prices before sending.": the quote has no text and no prices. Fix: open the quote, write it or add its prices, then send again.
• The quote page says This quote was sent. A sent quote can't be edited. Use Regenerate with AI to make a new one. (or Sent on and the date): the quote already went out, so it opens read-only with no Approve & Send. Fix: nothing to send. To change the offer, use Actions › Regenerate with AI.
• "This quote cannot be sent yet: …": a costed quote still has something to fix. Fix: see How to Fix Costing Checks Before Sending.
• "Your Pippify subscription is inactive. Reactivate it under Settings > Billing to send messages, quotes and booking links.": your workspace is read-only. Fix: an Admin reactivates the subscription in Settings › Billing.
• A message that your free trial reached its outcome cap: Fix: subscribe in Settings › Billing.
• "Quote not found. It may have been deleted, or it is on a lead that is not assigned to you.": you are a Sales Rep and the quote is on a lead not assigned to you (or it was deleted). Fix: ask a Sales Manager or the Admin to assign you the lead, or to send the quote.

Limitations & considerations

• On a Messenger, WhatsApp or web chat lead, the quote goes out as a chat message. A web chat visitor who gave an email address also gets it by email.
• When the lead has no email address and isn't an SMS lead, the quote can't be sent.

Next Steps & Related Resources

• Next steps:
  • How to Find and Track Quotes
  • How to Edit a Quote
• Related articles:
  • How to Approve or Reject Items in the Review Queue
  • How Pippin Drafts a Quote
  • How to Connect Gmail
  • How to Archive or Unarchive a Lead
  • Why Didn't Pippin Send a Quote?

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

Last Updated: 10/19/2026