> For the complete documentation index, see [llms.txt](https://orbit-b2b.gitbook.io/orbit-b2b-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://orbit-b2b.gitbook.io/orbit-b2b-docs/quotes-rfq/emails.md).

# Quote email templates

Six templates fire automatically as a quote moves through its lifecycle. All are editable per language under **Email Templates → Quote** in your admin.

## The 6 templates

| Template                      | Trigger                                          | Sent to                      |
| ----------------------------- | ------------------------------------------------ | ---------------------------- |
| **Quote Submitted**           | Customer submits a new request                   | You (merchant)               |
| **Quote Reply**               | You send a price update                          | Customer                     |
| **Quote Accepted**            | Customer accepts the offer                       | You (merchant)               |
| **Quote Invoice (Net terms)** | Customer accepts a Net X / Prepay / Custom quote | Customer (with PDF attached) |
| **Quote Expiring Soon**       | 24 hours before validity ends                    | Customer                     |
| **Quote Expired**             | Validity date passes without action              | Customer                     |

Each template has its own subject + HTML body + per-locale translations.

## Available shortcodes

Replace placeholders dynamically when the email sends.

### Common to all quote emails

* `{{quote_number}}` — Quote #Q-2026-0042
* `{{customer_name}}` — Jane Smith
* `{{customer_email}}` — <jane@acme.com>
* `{{shop_name}}` — your store name
* `{{shop_url}}` — your storefront URL
* `{{quote_total}}` — formatted total ($1,234.50 USD)
* `{{quote_link}}` — direct URL to the customer-facing quote page
* `{{admin_link}}` — direct URL to the admin Quote detail (admin only)
* `{{valid_until}}` — formatted validity end date
* `{{item_count}}` — number of distinct items
* `{{total_quantity}}` — sum of all quantities
* `{{submitted_at}}` — formatted submit timestamp

### Quote Submitted (admin)

* `{{customer_message}}` — what the buyer typed in the message field

### Quote Reply (customer)

* `{{admin_message}}` — your message in the reply box

### Quote Accepted (admin)

* `{{draft_order_name}}` — the Shopify draft order name (e.g. #D1245)

### Quote Invoice (customer)

* `{{payment_terms}}` — formatted payment terms label ("Net 30", "Prepay 50%", etc.)
* `{{payment_terms_custom}}` — the custom payment terms note you typed, wrapped in `<p>`

## Editing a template

1. **Apps → Orbit B2B → Email Templates**
2. Sidebar groups: **Email Templates · Registration**, **Email Templates · Quote**, etc.
3. Click any quote template to open the editor
4. Use the language tabs at the top of the editor to translate per locale
5. Insert shortcodes from the right-hand "Insert Shortcode" panel
6. Toggle Enabled to turn an individual template on/off
7. Save

Tip: send a test email after editing — the Actions panel has a Send test email button so you can verify formatting on your inbox before the next real send.

## Default translations

Out of the box the 6 templates ship with translations for:

* English
* Vietnamese (Tiếng Việt)
* French (Français)
* German (Deutsch)
* Spanish (Español)
* Japanese (日本語)

The storefront picks the locale from `request.locale.iso_code`. You can edit any default to match your brand voice.

## When emails don't send

Check SMTP setup first: **Email Templates → Configuration → SMTP Settings**. Without valid SMTP, every email send is silently skipped (logged in the backend, not visible to merchant). Click **Send test email** to verify config.

## Next steps

* [Translate storefront text per language](/orbit-b2b-docs/quotes-rfq/storefront-text.md)
* [Troubleshooting: emails not sending](/orbit-b2b-docs/faq-and-troubleshooting/emails.md)


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