Proposal Not Sending
If your proposal isn't sending to your client, here's how to identify and resolve the issue.
Before You Send
Check the Recipient Email
The most common issue is an incorrect email address.
Verify:
- The email address is spelled correctly
- There are no extra spaces
- The domain is correct (e.g., @gmail.com not @gmial.com)
Check Required Fields
The send dialog requires certain information:
- Recipient email – Must be a valid email address
- Subject line – Usually auto-populated, but required
If any required field is missing or invalid, the Send button may be disabled.
Common Issues
"Failed to send" Error
The email couldn't be delivered.
Common causes:
- Invalid email address format
- Recipient's email server rejected the message
- Temporary service issue
Solutions:
- Double-check the email address
- Try a different email address for the same client
- Wait a few minutes and try again
Email Sent But Client Didn't Receive
The email may have been filtered or delayed.
Ask your client to check:
- Spam/junk folder
- Promotions tab (Gmail)
- Email filters or rules that might redirect it
Solutions:
- Ask client to add your sending address to their contacts
- Try sending to an alternative email address
- Resend the proposal
Proposal Shows "Pending"
The email is queued but not yet sent.
This can happen when:
- You scheduled the email for later
- There's a temporary delay in processing
Solutions:
- Check if you accidentally scheduled for a future time
- Wait a few minutes for processing
- Refresh the page to see updated status
Email Bounced
The recipient's email server rejected the message.
Common reasons:
- Email address doesn't exist
- Recipient's mailbox is full
- Recipient's server is blocking the email
Solutions:
- Verify the email address with your client
- Ask for an alternative email address
- Try a personal email instead of work email (or vice versa)
Checking Email Status
After sending, you can track the email status:
- Open the estimate
- Look for email delivery status
- Status will show: Sent, Delivered, Opened, or Failed
Status Meanings
| Status | What It Means |
|---|---|
| Sent | Email has been dispatched |
| Delivered | Email reached the recipient's server |
| Opened | Recipient opened the email |
| Clicked | Recipient clicked the proposal link |
| Bounced | Email was rejected |
| Failed | Email couldn't be sent |
Spam and Deliverability
Why Emails Go to Spam
Recipient email filters may flag messages based on:
- New sender address
- Links in the email
- Generic subject lines
- Recipient's email settings
Improving Deliverability
For your client:
- Ask them to check spam and mark as "not spam"
- Have them add your email to contacts
- Try their personal email if work email has strict filters
For your message:
- Use a clear, professional subject line
- Keep the message body professional
- Include your business name
Resending a Proposal
If the first send failed:
- Open the estimate
- Click Send again
- Verify the email address
- Send the proposal
Each send creates a new email – the original failed attempt won't retry automatically.
Scheduled Sends
If you scheduled a proposal for later:
- Check the scheduled time
- Ensure it hasn't passed yet
- Wait for the scheduled time
To send immediately instead:
- Cancel the scheduled send (if option available)
- Send again without scheduling
Getting Help
If proposals consistently fail to send:
- Note any error messages
- Check if the issue affects all clients or just one
- Try sending to your own email as a test
- Contact support with details