Email templates help you standardise and streamline communication when sending quotations to your clients. By setting up and customising templates in Tribe, you ensure consistent messaging, reduce manual work, and maintain a professional presentation. In this guide, you will learn how to access, create, edit, and manage quotation email templates so they support your quoting process efficiently.
Quotation email templates are pre-formatted messages used when sending quotations to clients. They allow teams to respond quickly to sales opportunities while maintaining consistent communication.
Templates are useful when:
Handling multiple similar quotation requests
Ensuring essential details are always included
Maintaining consistent branding
Reducing manual entry errors
By configuring templates correctly, you ensure your quotation emails remain clear, structured, and accurate.
Accessing Email Templates
Open your Tribe environment and go to Configuration.
2. Click on Sales in the configuration menu.
3. Select the Email Templates tab.
Here you will see all sales-related templates, including quotation templates. A basic quotation email template is already available to support you during setup.
4. Select the existing quotation email template to open it. You can now view and update the template content.
Customizing Text
Click inside the template text area to start editing. You can delete unwanted content or add your own wording to personalise messages.
2. If applicable, leave the signing link intact so clients can access the quotation signing page.
3. Add or remove blocks, such as a signature block, as needed.
Customizing Subjects
1.Enter or update the Subject field at the top of the page.
2. Optionally, to insert Fields, click Add variable value.
For example:
Select Field from quotation. Then choose Number.
This ensures the quotation number is automatically included in the email subject. When fields are added, the email will auto-populate with the relevant details when sent.
Attach Files to Your Template
You can attach files, such as product brochures, to your template.
Drag and drop files into the attachment area.
Note! To update an attachment, remove the existing file first, then add the new one.
Manage Template Settings
On the left side of the screen, you can adjust the following settings:
Change the template name.
Mark the template as inactive.
Set the template as the standard for quotations, if only one template is used.
Set a Default Sender
You can assign a default sender for the template.
To add a new sender, click + E-mail sender.
2. Enter the sender’s name and email address. Then select Save.
3. The new sender can then be set as the default.
Categorise and Localise Your Template
You can:
Assign a category to organise templates.
Select the language used for communication.
Using templates in multiple languages can support communication with multilingual clients.
Creating a New Quotation Email Template
You can create a new template by duplicating an existing one or starting from a new template. To duplicate an existing template:
Copy the template you want to modify.
2. Return to Email Templates and click Add.
3. Provide a template name, default sender, and any other relevant details.
4. Paste the copied content.
5. Modify or translate the text as required.
6. Alternatively, you can create a completely new template and configure it following the same steps described above.
Quick Summary
By setting up and managing quotation email templates in Tribe, you ensure consistent and efficient communication when sending quotations. Proper configuration of content, subject lines, attachments, and sender settings helps maintain accuracy and professionalism throughout your sales process.