Use this reference when you are editing the quote letter template in Estimate Setup, or setting a flat tax rate that should appear on quote letters, and you want to know exactly which field controls which part of the rendered PDF, when to change it, and what downstream output moves when you change it. This article covers the Email Template editor and the tax fields in General Settings on the Settings page of Estimate Setup, plus the quote-letter export actions on an estimate. Per-product pricing rules, rebates, manual price adjustments, and route review are covered in their own help articles and are not in scope here.
Estimate page export actions
The buttons your team uses to render a quote letter from an estimate. The first is the standard single-product export; the other two appear on multi-product estimates and produce different PDF layouts.
Action label | What it controls | When to change this | What depends on it |
View PDF | Opens the rendered quote letter PDF for a single-product estimate in a preview pane the operator can review or download before sending to the customer. | When the operator wants to inspect the rendered output for a single-product estimate before sending. There is no configuration on this button itself; what to change is the Email Template fields below if the rendered output looks wrong. | The visible quote letter that goes to the customer. The button reads the current Email Template configuration, the General Settings tax fields, and the estimate's quote totals at the moment of click. |
Download PDF Summary | On a multi-product estimate, generates a summary PDF that lists each product as one row with its total price. | When the operator wants a short customer-facing letter that does not break out per-step cost detail on a multi-product job. | The summary PDF that goes to the customer. Like View PDF, it picks up the Email Template configuration and General Settings tax at the moment of click. |
Download PDF Detail | On a multi-product estimate, generates a detailed PDF that breaks each product into its specification rows (substrate, quantity, finishing, run lengths) in addition to the price. | When the customer has asked for the per-product specification detail on the quote letter, or when the shop standardises on the detailed layout for all multi-product estimates. | The detailed PDF that goes to the customer. Same Email Template and tax inputs as the other two actions. |
Email Template — Company information
The Email Template editor opens from Estimate Setup → Settings → Email Template. The first group of fields is the company identity printed at the top of the letter.
Field | What it controls | When to change this | What depends on it |
Company logo | The image rendered in the letter header. The Upload your logo button opens a file picker; the uploaded image becomes the header logo until it is replaced. | When the shop's logo changes, when an interim logo was uploaded and the final asset has arrived, or when the existing upload renders poorly at the rendered size and a higher-resolution file is available. | The header of every quote letter the shop sends, in all three export actions (View PDF, Download PDF Summary, Download PDF Detail). |
Company name | The shop name printed in the letter header alongside the logo. | When the shop legally changes name, when the shop wants the trading name to appear on quote letters rather than the registered name, or when correcting a typo. | The header of every quote letter. The value also feeds the Salutation preview if no logo is uploaded. |
Company address | The postal address printed in the letter header beneath the company name. Multi-line input is supported; a line break in the field renders as a line break in the letter. | When the shop moves premises, when a registered address differs from a customer-facing address, or when the local postal format requires reformatting. | The header of every quote letter. |
Phone number | The contact telephone number printed in the letter header. | When the shop changes its phone provider or main contact line, or when a customer-facing dispatch line replaces the head office number. | The header of every quote letter. |
Fax number | The contact fax number printed in the letter header, when the shop still publishes a fax line. | When the shop adds, changes, or removes its fax line. Leave blank to hide the fax line entirely. | The header of every quote letter. |
Email address | The contact email printed in the letter header. | When the customer-facing email account changes, or when the shop routes incoming quote replies to a different address. | The header of every quote letter. |
Website | The website URL printed in the letter header. | When the shop changes domain or wants a campaign-specific landing page on the letter instead of the main site. | The header of every quote letter. |
Email Template — Header and footer
The header and footer can be rendered in Simple mode, which uses the Company information fields above, or in Custom image mode, which replaces the simple header or footer with an uploaded image at a configurable height. Each mode is selected separately for header and footer.
Field | What it controls | When to change this | What depends on it |
Header option | Chooses Simple or Custom image for the letter header. Simple uses the Company information fields; Custom image renders an uploaded header image at the specified height. | When the shop has a branded header image (for example, a designed letterhead) it wants to use in place of the simple header, or when it wants to revert to the simple text-and-logo header. | Which header fields are read at render time. In Custom image mode, the Header image and Header height fields drive the output and the company text fields no longer appear in the header. |
Header image | The image rendered as the letter header when Header option is set to Custom image. The Upload your image button accepts a transparent PNG or SVG at 300 DPI with a minimum height of 35 px. | When the branded header file changes, or when the existing upload renders poorly and a higher-resolution file is available. | The header on every quote letter while Header option is Custom image. |
Header height | The height in millimetres at which the Custom image header renders on the page. | When the uploaded header asset needs to be larger or smaller in the rendered output, typically to align with a designed letterhead grid. | The vertical space the header occupies on every page of the quote letter. |
Repeat header on every page | A toggle that repeats the header on every page of a multi-page PDF, rather than only the first page. | When the shop's brand standard requires the header on every page (common for letterhead-style designs), or when reverting to first-page-only to save space on long detailed PDFs. | Pagination of every multi-page quote letter PDF the shop sends. |
Full width header (edge to edge) | A toggle that makes the header image render edge-to-edge on the page, ignoring page margins. | When the header image is designed to bleed to the page edge, or when reverting to a margin-respecting layout after a redesign. | The horizontal layout of the header on every quote letter PDF. |
Footer option | Chooses Simple or Custom image for the letter footer. Simple uses the Footer notes and Footer images fields; Custom image renders a single uploaded footer image. | When the shop has a branded footer asset to use in place of the simple footer text and images, or when reverting to the simple footer. | Which footer fields are read at render time. In Custom image mode, the Footer image and Footer height drive the output; the Footer notes text and Footer images uploads no longer appear in the footer. |
Footer image | The image rendered as the letter footer when Footer option is set to Custom image. Accepts transparent PNG or SVG at 300 DPI with a minimum height of 40 px. | When the branded footer file changes, or when a redesign produces a new asset. | The footer on every quote letter while Footer option is Custom image. |
Footer height | The height in millimetres at which the Custom image footer renders on the page. | When the uploaded footer asset needs to be larger or smaller in the rendered output. | The vertical space the footer occupies on every page of the quote letter. |
Repeat footer on every page | A toggle that repeats the footer on every page of a multi-page PDF, rather than only the last page. | When brand standard requires the footer on every page, or when reverting to last-page-only on long detailed PDFs. | Pagination of every multi-page quote letter PDF. |
Full width footer (edge to edge) | A toggle that makes the footer image render edge-to-edge on the page, ignoring page margins. | When the footer image is designed to bleed to the page edge, or when reverting to a margin-respecting layout. | The horizontal layout of the footer on every quote letter PDF. |
Footer notes | A free-text block that renders in the Simple footer beneath the footer images. Used for boilerplate such as ISO standards statements, terms references, or disclaimers. | When the shop's standard footer wording changes, when a new disclaimer is added, or when a seasonal note (for example, a holiday delivery cutoff) needs to appear on outgoing quote letters. | The Simple footer of every quote letter. Custom image footers ignore this field. |
Footer images | Optional images (for example, ISO certification marks) that render in the Simple footer alongside the footer notes. The Add image button uploads a new image; the Change image button replaces an existing one. | When the shop receives a new certification mark, when an existing mark expires or is replaced, or when the shop wants to add a partner logo to the footer. | The Simple footer of every quote letter. Custom image footers ignore this field. |
Email Template — Estimate content and structure
The middle of the letter contains the customer details block, the metadata line (estimate number and date), the salutation, the introductory paragraph, the product details table, and the closing block. The fields below control what shows in those positions.
Field | What it controls | When to change this | What depends on it |
Customer details alignment | Whether the customer name and address block aligns to the left or the right of the page. | When the shop's letterhead places the customer block on a specific side, or when the shop standardises on one alignment for all outgoing letters. | The layout of the customer block on every quote letter. |
Show "For:" prefix before customer name | A toggle that prepends "For:" to the customer name line in the customer details block. | When the shop wants the customer block to read "For: {Customer name}" rather than just the customer name. | The customer block line on every quote letter. |
Estimate number label | The label text that precedes the estimate number on the metadata line — the placeholder is "Estimate No:" and the value is the estimate's number. | When the shop wants a different label (for example, "Quote No:" or a non-English equivalent) on the metadata line. Leave blank to hide the label entirely. | The metadata line on every quote letter. |
Date label | The label text that precedes the date on the metadata line — the placeholder is "Date:" and the value is the date the quote letter is produced. | When the shop wants a different label (for example, a non-English equivalent), or when the shop wants the date prefix hidden. Leave blank to hide the label entirely. | The metadata line on every quote letter. |
Salutation | The greeting line that opens the letter body — the placeholder is "Hello" and is followed by the customer contact name on the rendered letter. | When the shop wants a more formal opening ("Dear", "Good morning") or a non-English greeting. | The opening line of every quote letter. |
Introductory paragraph | The paragraph that opens the letter body beneath the salutation. The default placeholder thanks the customer for the enquiry and introduces the quote. | When the shop wants a different opening paragraph (for example, a more concise version, or copy in the customer's preferred language). The text is shared across every quote letter the shop sends from this template, so changes propagate to every new quote. | The opening of every quote letter. |
Closing text | The sign-off line that closes the letter body — the placeholder is "Yours sincerely,". | When the shop wants a different sign-off ("Best regards", "Kind regards") or a non-English equivalent. | The sign-off line of every quote letter. |
Include estimator's contact information | A toggle that adds the contact details of the operator who created the estimate (typically the name and email recorded on the user account) beneath the closing text. | When the shop wants the customer to see who prepared the quote and reply directly to that person; turn off when the shop routes all replies to a shared inbox. | Whether the operator's contact block appears at the foot of every quote letter. |
Signatory name | The signature line printed beneath the closing — the placeholder is the operator's full name. Hard-codes a single signatory on every letter regardless of which operator created the estimate. | When the shop wants every letter to carry one nominated signatory (for example, the sales manager) rather than the operator who created the estimate. | The signature line on every quote letter. |
General Settings — Tax on quote letters
The General Settings section on the Settings page of Estimate Setup contains the two fields that drive how tax appears on quote letters. Both fields are optional; leaving either blank suppresses tax on the rendered letter.
Field | What it controls | When to change this | What depends on it |
Tax label | The label printed next to the tax amount on the quote letter (for example, "GST", "VAT", or "Sales Tax"). If a tax rate is set and this field is blank, the letter renders "Tax" as the default. | When the shop operates in a jurisdiction where the tax line is named differently (a UK shop typically writes "VAT", an Australian shop typically writes "GST"), or when localising the letter for export customers. | The tax line on every quote letter, and the in-app totals on the estimate page when a tax rate is configured — the Subtotal label reads "Subtotal (excl. VAT)" and the Total estimate label reads "Total estimate (incl. VAT)" with the configured Tax label value substituted in place of VAT. |
Tax rate (%) | A flat percentage rate applied to the final estimate total after rebate gross-up. Optional; leave blank to omit the tax line and the tax-aware in-app totals entirely. Valid values are 0 to 100. | When the shop's standard tax rate changes (for example, a national rate change), or when the shop chooses to start or stop including tax on outgoing quote letters. Tax rates that vary per customer or per product belong in the pricing rules and quote-specific fields, not in this flat rate. | The tax line on every quote letter, the Subtotal (excl. tax) and Total estimate (incl. tax) labels and amounts on the estimate page, and the final total customers see on the rendered letter. Setting it to blank removes the tax line on every quote letter, even on estimates that were already calculated. |
Limits and permissions
The Email Template editor and the General Settings tax fields are both Estimate Setup surfaces. The same role rules apply to them that apply to the rest of Estimate Setup configuration.
Action | Who can do it | What the user sees if they cannot |
Open the Email Template editor or General Settings | MIS Admin, MIS User | The editor is visible; field inputs are read-only for MIS Users. |
Edit Email Template fields and tax fields | MIS Admin | The Save changes button is hidden; field inputs are read-only. |
Apply Pending Changes (publish Email Template or General Settings edits) | MIS Admin | The Apply Changes button is hidden in the Pending Changes panel. |
Trigger View PDF, Download PDF Summary, or Download PDF Detail on an estimate | Any role with access to the estimate page | The export buttons are visible but disabled if the estimate has not been calculated. |
Notes on exceptions
The Download PDF Summary and Download PDF Detail actions appear on multi-product estimates only. On a single-product estimate, the visible export action is View PDF; the two multi-product actions are hidden.
Tax handling on quote letters is a flat-rate field. There is no per-customer or per-product override on the General Settings tax fields themselves — customer- or product-specific tax behaviour is configured through pricing rules and customer settings, which are outside this reference.