How to Send Professional Quotes Directly from Shopify

If you sell B2B on Shopify, you know the drill: a customer requests a quote, you review it, adjust pricing, and then need to get that quote back to them. Most merchants still copy line items into a separate email, format it manually, and hope nothing gets lost in translation. That process is slow, error-prone, and looks unprofessional.

AddToQuote changes this with one-click Send Quote — a branded HTML email sent directly from the quote detail page, with your store logo, itemized pricing, discounts, and an optional personal message. No PDF attachment required, no manual formatting, and it fires Shopify Flow triggers for automation.

This guide walks you through the complete workflow: sending quotes by email, adding custom line items, applying discounts, and converting approved quotes to Shopify draft orders.

The Old Way: Manual Quote Emails

Here is what the typical B2B quoting process looks like without a dedicated tool:

1. Customer submits a quote request (email, phone, or contact form)
2. You open Shopify admin, look up products, check pricing and inventory
3. You open your email client and manually type out item names, quantities, and prices
4. You format the email to look somewhat professional (tables, bold text, totals)
5. You send the email and hope you did not make a math error
6. Customer replies with changes — repeat steps 2–5

Problems with this approach:

• Slow — 15–30 minutes per quote vs. 30 seconds with AddToQuote
• Error-prone — manual calculations, copy-paste mistakes, wrong prices
• No tracking — you cannot see when quotes were sent, opened, or how many are pending
• No automation — no Shopify Flow triggers, no webhook notifications, no team alerts
• Inconsistent branding — every email looks different depending on who sends it

Send Quote from AddToQuote: Step by Step

1. Open the Quote

Navigate to the CRM Pipeline or Quotes Page in AddToQuote. Click on any quote card to open the full detail view.

2. Review and Edit Items

Before sending, verify the items are correct:

• Search and add products from your Shopify catalog by name, SKU, or variant
• Edit quantities and prices directly in the items table
• Add custom line items for services, fees, or non-catalog products (more on this below)
• View line item properties — any Product Options the customer submitted appear as pill tags

3. Apply a Discount (Optional)

In the Deal Information card, click the discount section to apply:

• Percentage discount — e.g., 10% off the subtotal
• Fixed amount discount — e.g., $500 off

The discounted total updates in real time so you can verify the final amount. The discount flows into the Send Quote email, PDF quote, and draft order.

4. Click Send Quote

Click the "Send Quote" button in the Deal Information card. A modal opens showing:

• Customer name and email
• Items summary with quantities and pricing
• Applied discount (if any)
• Total amount
• A personal message textarea where you can type context, delivery timelines, or special instructions

Click Send — the branded email goes out immediately.

5. Track the Result

After sending:

• A "Sent" badge appears on the quote with the exact timestamp
• The quote-sent Shopify Flow trigger fires (5 fields: quote ID, customer email, total, discount amount, and item count)
• The quote.sent outbound webhook fires (HMAC-signed payload)
• Messaging notifications go out to configured channels (Slack, Discord, Teams, Telegram)
• The activity is logged in the quote timeline

Custom Line Items: Services, Fees, and Non-Catalog Products

Not every item on a quote comes from your Shopify product catalog. You might need to add:

• Installation or setup fees
• Consulting or design services
• Rush delivery charges
• Custom fabrication costs
• Samples or prototypes

How to Add Custom Line Items

1. Open a quote and click "Edit Items"
2. Below the product search, click "Or Add Custom Item"
3. Enter a name (e.g., "Installation Service") and a price
4. The item appears in the table with an orange "Custom" badge

Custom line items flow through the entire quote-to-order pipeline:

This means your customer sees a complete, accurate quote regardless of whether items come from your Shopify catalog or are manually added.

Applying Discounts Before Sending

Discounts are a key part of B2B negotiations. AddToQuote lets you apply discounts directly in the quote before sending:

Percentage Discount

Enter a percentage (e.g., 10%) and the app calculates the discount from the subtotal. Use this for volume discounts, loyalty pricing, or promotional offers.

Fixed Amount Discount

Enter a dollar amount (e.g., $500) for flat-rate discounts on large orders, negotiated price reductions, or contract pricing.

Live Preview

As you enter the discount, the Deal Information card shows:

• Subtotal (before discount)
• Discount (amount saved)
• Total (final price the customer pays)

The discount is saved with the quote and appears everywhere: the Send Quote email, the PDF, and the Shopify draft order when you convert.

What the Customer Sees

When you click Send, the customer receives a branded HTML email that includes:

1. Your store logo at the top
2. A formatted items table with product images (when available), product names, quantities, unit prices, and line totals
3. A discount row showing the discount amount (if applied)
4. Subtotal and grand total clearly displayed
5. Your personal message above the items table (if you wrote one)

The email is responsive and looks professional on desktop and mobile. It uses your store branding — not a generic template.

Automation: Flow Triggers and Webhooks

Every sent quote fires two automation hooks:

Shopify Flow Trigger: quote-sent

The quote-sent trigger fires with 5 fields:

• Quote ID
• Customer email
• Quote total
• Discount amount
• Item count

Use this to build Shopify Flow workflows: send a follow-up email after 3 days, tag the customer in Shopify, notify your sales manager, or update a spreadsheet via Google Sheets.

Outbound Webhook: quote.sent

The quote.sent event sends an HMAC-signed HTTP POST to your configured webhook endpoints. The payload includes the full quote data. Use this to sync with external CRM systems, ERPs, or custom applications.

Messaging Notifications

If you have messaging channels configured (Slack, Discord, Microsoft Teams, or Telegram), the team receives a notification when a quote is sent.

From Quote to Invoice: One-Click Draft Order

After the customer reviews and approves the quote, convert it to a Shopify draft order with one click:

1. Click "Create Draft Order" on the quote detail page
2. AddToQuote creates a Shopify draft order with all line items, quantities, custom items, customer info, and discounts pre-filled
3. A green "Invoice Created" banner appears with View Invoice and Copy URL buttons
4. Send the Shopify invoice to the customer — they pay through standard Shopify checkout

Lock and Revert

Once a draft order is created, editing is locked:

• Edit buttons are hidden for both items and discount
• A "Locked — draft order created" indicator appears
• If you need to make changes, click "Revert to Quote" — this deletes the draft order in Shopify and unlocks the quote for editing

This prevents accidental edits after the invoice has been sent to the customer.

The Complete Workflow

Here is the end-to-end B2B quote workflow with AddToQuote:

Every step from quote request to payment happens inside Shopify — no external tools, no manual data entry, no copy-paste errors.

Getting Started

Send Quote is available on all AddToQuote plans (Professional, Advanced, and Enterprise). Install AddToQuote from the Shopify App Store to start your 14-day free trial with full access, or book a free demo to see the complete quote-to-order workflow in action.

For more on quote management, read our B2B quote management guide or explore the PDF quotes feature page.