WooCommerce Request a Quote sends up to three emails during the lifecycle of a quote. Each one is a standard WooCommerce email, so it’s edited in the same place as your other WooCommerce emails: WooCommerce > Settings > Emails.
The three emails
1. Request Quote
Sent to the store admin (or a custom recipient), with an optional copy to the customer. It’s sent when a customer submits the ‘Request a Quote’ form for the items in their quote list.
This is the notification that tells you a new quote request has come in. It’s the equivalent of a ‘new order’ email, but for quote requests rather than completed orders.
- Recipient(s): Defaults to the site’s admin email. You can override this with one or more comma-separated addresses
- Subject / Heading: Customizable. The order number is automatically appended, e.g. “Quote Request #1234”
- Format: Plain text, HTML, or Multipart
- File uploads attached to the quote request are also attached to this email
2. Your Quote
Sent to the customer’s billing email. It’s sent when you send the priced or updated quote to the customer from the Order screen.
This is the email the customer receives once you’ve reviewed their request and sent back pricing. Its subject line and heading also get the order number appended, e.g. “Your Quote #1234”.
- Recipient: Always the customer’s billing email – there’s no custom recipient field for this one
- Can optionally include a PDF attachment of the quote (see PDF attachment below)
3. Quote Reminder
Sent to the customer’s billing email, automatically, a set amount of time before a sent quote is due to expire.
This is only sent if quote expiry and reminder emails are both enabled in the plugin settings (see below). It doesn’t apply if you’re not using the expiry feature.
Where do you edit the emails?
Go to WooCommerce > Settings > Emails, and you’ll see all three listed alongside WooCommerce’s built-in emails.
| Setting name | |
|---|---|
| Request Quote | Request Quote |
| Your Quote | Your Quote |
| Quote Reminder | Quote Reminder |
Click ‘Manage’ next to any of them to edit:
- Enable/Disable – turn the email on or off
- Recipient(s) – Request Quote only; comma-separated list of addresses
- Subject – leave blank to use the default
- Email Heading – the heading shown at the top of the email body; leave blank to use the default
- Email type – Plain text, HTML, or Multipart
How do you edit the email content and design?
Like all WooCommerce emails, the overall look (logo, colors, footer text) is controlled from the ‘Email sender options’ and ‘Email template’ sections at the top of WooCommerce > Settings > Emails. These apply to every email on the site, including the three quote emails.
If you need to change the actual wording or layout of a specific quote email beyond what the settings screen allows, you can override the templates in your theme, the same way you’d override any WooCommerce email template.
Step #1: Copy the relevant file from the plugin’s templates/emails/ folder: request-quote.php, send-quote.php, or quote-reminder.php.
Step #2: Paste it into your active theme at yourtheme/woocommerce/emails/.
Step #3: Edit the copy in your theme.
The plugin will automatically use your theme’s version instead of its own. This step requires some comfort editing PHP/HTML, so a developer can help if needed.
How do you attach a PDF quote?
You can attach a PDF version of the quote to the Your Quote email.
Step #1: Go to WooCommerce > Settings > Request a Quote > PDF Quote.
Step #2: Enable ‘Attach PDF quote to email’.
Step #3 (optional): Upload a company logo to appear at the top of the PDF.
How does quote expiry affect the reminder email?
The Quote Reminder email depends on the quote expiry feature. To set it up, go to WooCommerce > Settings > Request a Quote:
- Enable quote expiry – turns on automatic expiry for sent quotes
- Expires after – a number, e.g. 30
- Expiry unit – Days, Weeks, or Months
- Enable reminder email – sends the Quote Reminder email before expiry (requires quote expiry to be enabled)
- Send reminder – a number, e.g. 3
- Reminder unit – Days, Weeks, or Months
For example, with expiry set to 30 days and the reminder set to 3 days, a customer will get the reminder email 3 days before their quote expires.
You can also view and edit the expiry date for an individual quote directly on the Order screen, if you need to give a specific customer more or less time.
Troubleshooting
An email isn’t sending. Confirm it’s enabled under WooCommerce > Settings > Emails, and check your site’s outgoing email delivery. A dedicated SMTP plugin is recommended, as WordPress’s default mail function is often unreliable.
Quote Reminder never arrives. Double-check that both ‘Enable quote expiry’ and ‘Enable reminder email’ are switched on – the reminder is silently skipped if expiry is off.
Wrong order number missing from the subject. The order number is appended automatically and can’t be removed from the Subject field – it’s always added after whatever subject you set.