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Sending email from inside PressCal

Everything that leaves PressCal leaves from your own Gmail account. The customer sees your address, replies to you, and the message lands in your Gmail Sent folder as normal. PressCal isn't a middleman sender — it's your hand.

Everyday correspondence

On the Email page you have New Email, Reply and Forward, with To, cc, subject and Attach file.

Replies stay in the same thread as the original message — the conversation doesn't shatter into ten separate emails in the customer's inbox.

Any message can be linked to a quote or to an Office topic ("Link email to..."). From then on the correspondence lives with the job, not in another tab.

Templates and signature

The texts you write every day don't need writing again.

Message Templates — you create them in Settings → Business → Message Templates (title + text) and they appear as a "Template" picker when you reply on a quote.

Email signature — set once in the same place, with an optional tagline, and it goes in automatically on every email you send: replies and quotes. There's a preview so you see it before it goes, and it pulls your contact details from the Business tab — if that's empty, so is the signature.

💡 Signature images (logo, icons) don't count as attachments: PressCal separates them out and hides them from the list, so you don't think a customer sent you three files when they sent one.

Sending a quote

This is where it stops being an ordinary email. In Send Quote you set:

  • Subject — pre-filled as "Quote {number} — {your legal name}"
  • Message (optional) — a couple of covering lines, or a template
  • Language — the language the customer reads the quote in, independent of your own interface language

The customer doesn't get a PDF attachment to download. They get the document itself inside the email, with the items and the amounts, and a green approval button.

What the approval button does

The button opens a page where the customer picks which items they approve — not necessarily all of them. Sent a quote with cards and flyers? They can approve just the cards, and PressCal records it as a partial approval. No phone call needed to find out what's going ahead.

What changes on the quote the moment you hit Send

  • The status becomes sent and the send time is kept.
  • The items go back to pending — because a new send means a new question to the customer; old approvals must not silently survive onto a revised quote.
  • A snapshot of your company details (legal name, VAT number, address, logo) is stored on the quote. Change address next year and last year's quote still shows the address it had then — which is how a commercial document has to behave.
  • The send is recorded in the quote's history.

What else goes out from the same account

  • Paper orders to your supplier — a ready table of paper, sizes and quantity
  • Courier dispatch — the tracking email to the customer
  • User invitations to your team

If something won't send

First thing to check is whether Gmail is connected — see "Connecting Gmail". Second, whether the customer has an email address on record: without one, PressCal tells you instead of sending into the void.