Use this article when you need to set the company block, customer details layout, and letter copy that appear on every quote letter PDF Estimator generates. After this you will see the Preview pane reflect your wording and a fresh PDF render with the same company block, salutation, and closing.
Before you begin
Required role: MIS Admin. The Email Template tab is part of Estimate Setup → Settings, which only MIS Admin opens.
Steps
1. Configure the email template copy
Open Estimate Setup → Settings → Email Template. The form is split into four sub-groups that mirror the Preview pane on the right. Fill in the fields below.
Company information
Company name — the legal or trading name shown in the letter header (e.g., "Acme Print Ltd").
Company address — postal address, one line per row. Line breaks are preserved on the PDF (e.g., "123 Main Road" on line one, "London, UK" on line two).
Phone number — primary contact number for the shop (e.g., "+44 1791 234567"). Include the country code if you quote internationally.
Fax number — fax number for shops that still publish one. Leave blank to hide the row on the PDF.
Email address — reply-to address customers should use (e.g., "[email protected]").
Website — public site URL without
https://(e.g., "acmeprint.com").
Estimate content and structure
Customer details alignment — choose Left or Right to place the customer block on either side of the letter header. Pick the side that does not collide with your logo.
Show "For:" prefix before customer name — toggle on to print "For: {Customer name}" instead of bare "{Customer name}".
Estimate number label — the wording printed before the estimate number (e.g., "Estimate No:", "Quote #:", or "Reference:"). The number itself is generated by Estimator.
Date label — the wording printed before the date (e.g., "Date:" or "Issued:"). Use a colon if you want one — the field is verbatim.
Salutation — the greeting line above the introductory paragraph (e.g., "Dear", "Hello"). The customer name is appended automatically.
Introductory paragraph — the standard opening message before the product details table. Keep it generic — it appears on every quote regardless of product or customer.
Closing text — the sign-off line below the product details table (e.g., "Yours sincerely,", "Best regards,").
Include estimator's contact information — toggle on to append the assigned estimator's name, email, and phone below the closing. Confirm with sales whether customers should see internal contact details before enabling.
Signatory name — the named signer that prints below the closing (e.g., "Anna Schmidt", or use a placeholder like "{Your full name}" when each estimator personalises before sending).
Footer notes
Footer notes — free-text block printed on the last page below the totals. Use this for terms, ISO statements, or generic disclaimers (e.g., "Prices exclude VAT. Valid for 30 days.").
Save the change. Use the Preview pane on the right to confirm every line of copy renders as expected.
2. Verify on a test quote
Open Manage Estimates, pick a recent quote, then choose View PDF. Confirm the company block, salutation, estimate number label, date label, closing, and footer notes match what you typed.
The PDF renders with the new wording. Quotes already sent externally are not re-rendered; only newly generated PDFs pick up the changes.
Things to know
The Preview pane uses placeholder values like
{Customer name}and{Est #}to show where data will land. Those tokens are runtime variables, not literal text — your saved copy goes around them.Include estimator's contact information picks up the estimator's profile data from Gelato Connect Users. If the estimator profile is missing a phone number, that row is omitted from the PDF rather than printed blank.
Line breaks in Company address, Introductory paragraph, Closing text, and Footer notes are preserved verbatim. Double-check that pasted copy does not bring stray blank lines that push the totals to the next page.