Email notifications are the bridge between a quote being submitted and you actually doing something with it. Set them up well and a new lead becomes a calendar booking within hours; set them up poorly and they pile up unread until you forget which job was which.
Two audiences, two emails
Every Quotify form fires two kinds of notification when a customer submits:
1. The internal notification (to you)
Tells you a new quote has come in. Contains the full form details, the quoted price, and the customer’s contact info. This is the email that drives you to act on the lead.
Who should get it:
- The person who answers enquiries (you, your sales lead, your admin)
- Ideally not your general info@ inbox unless someone is reliably watching it
- For larger teams, route to a shared inbox or a CRM
What to include:
- The price the customer was quoted
- All the form answers (so you have the full brief, not just contact info)
- The submission timestamp (helpful when the customer follows up days later)
2. The customer confirmation (to them)
Tells the customer their enquiry landed and what to expect next. Optional but high-impact — customers who get a confirmation email are noticeably more likely to respond to your follow-up.
What it should say:
- “Thanks, we’ve got your enquiry”
- A summary of what they asked for (so they can double-check)
- The price you’ve quoted (if you’re showing prices upfront)
- When they’ll hear back from you (“within 24 hours” is the standard expectation)
- Your direct contact details, in case they want to fast-track
What it shouldn’t say:
- Generic auto-reply language (“Your message is important to us”)
- Marketing copy disguised as a confirmation
- Anything that contradicts what they saw on the form
When to use each
| Internal | Customer | |
|---|---|---|
| Live ASAP | Always on | Always on (if you’re not going to reply within an hour) |
| Quiet period (you’re away) | Always on, plus a backup recipient | Add an out-of-office line (“back Monday”) |
| Tested form | Optional | Optional |
| Free plan | Available | Available |
| Pro plan | Available, with routing options | Available, with branded sender |
Routing notifications to the right person
If you have multiple form types or multiple staff, route notifications based on the form rather than dumping everything into one inbox.
- Different services, different quoters? Send each form’s notifications to the relevant person directly.
- Bigger team? Use a shared inbox (sales@) with mail rules to route by form name or product.
- CRM-driven team? Forward into a CRM that auto-creates leads, no inbox required for the internal side.
The goal: a new lead never sits in someone’s personal inbox while they’re on holiday.
Confirmation email best practices
A great confirmation email does three things in 4-5 lines:
- Confirms the lead landed. “Got your quote request, thanks!”
- Reflects back what they asked for. Even a one-line summary (“4 hours of wedding photography, 12 July, Cotswolds”) makes the message feel personal rather than templated.
- Sets a clear next-step expectation. “We’ll be back to you within 24 hours with availability.” Specific times beat vague ones.
Avoid:
- Multiple CTAs (the next step should be you contacting them, not them taking another action)
- Long marketing footers that distract from the main message
- “DO NOT REPLY” sender addresses; if they reply, you want to see it
When email isn’t enough: the lead inbox
If you find yourself searching through old notifications to remember which leads you’ve replied to, that’s the signal to start using the in-app lead inbox instead. Submissions flow through a New → Contacted → Booked → Lost pipeline, and a scheduled job emails you a daily digest of anything still sitting in “New” after 24 hours, so leads don’t quietly age out. Read more in the June 2026 workflow update.
Avoiding notification fatigue
The most common notification setup failure: you get so many emails for so many things, you stop opening them. To avoid this:
- Don’t notify on every form interaction. You only need to know when a quote is submitted, not when someone opened the form.
- Don’t double-send. If your notifications go to both your email and your CRM, pick one: getting two pings for every lead trains your brain to dismiss both.
- Use a dedicated inbox or folder. Even a Gmail filter that auto-labels Quotify notifications keeps them from drowning in everything else.
- Set up a digest if you’re high volume. If you’re getting 30+ quotes a day, a daily summary email is more useful than 30 individual ones.
Related reading
- Setting up a landing page for your quote form, the other end of the customer journey
- Pre-launch checklist for your quote form, testing your notifications before you go live
- GDPR, data storage and where your leads live, what you can and can’t do with the data those emails contain