How do you send a digital quote to a customer?
Send quotes by email as a PDF or through a link your customer can view and sign online. This post covers the methods contractors actually use, which ones close more jobs, and what to avoid when you hit send.
Email a PDF quote directly
The simplest approach: create your estimate in Excel, Word, or your estimating software, save it as PDF, and email it to the customer. Takes two minutes. Most small contractors do this. The downside: once it's in their inbox, you have no idea if they opened it, when they opened it, or whether they're comparing your price to a competitor's. The file sits in email limbo. If the customer loses it or needs revisions, you're starting over. For straightforward jobs under 5K, this works fine. For bigger projects, you lose visibility and follow-up momentum.
Send a link to a quote portal
Your CRM or quoting software generates a unique link. Customer clicks it, sees a clean, branded estimate they can review on their phone or desktop. They can e-sign it and approve payment right there. You get notified the moment they view it, and you can see exactly when. If they don't open it, you know to follow up in two days instead of hoping they check email. This method closes 15-25% more jobs than PDF attachment alone, because the act of signing in the portal creates friction that actually works in your favor—it feels official. Platforms like Lowkly, JobNimbus, and Housecall Pro all handle this out of the box.
Text message quotes to busy homeowners
A link via text reaches customers faster than email for routine jobs. If your software supports SMS, send the quote link as a text instead of burying it in an email. Homeowners are more likely to open a text in the first hour. It works best for concrete pours, small painting jobs, or standard repairs where the customer just needs to approve and schedule. Don't use text for complex multi-page proposals—the experience is too cramped. For a typical roofing quote, email is better because they'll want to sit down and think through options. For a $400 deck stain job, text closing the quote link often converts within hours.
Follow up when the quote lands
Sending the quote is just the first move. Set a reminder to call or text 24 hours after you send it if you're not using a CRM that tracks opens. Simple question: did you get a chance to review the estimate. A contractor who follows up on 80% of quotes closes 30-40% more jobs than one who sends quotes and hopes. If you use a portal system that notifies you of opens, you have a much clearer signal—if they viewed it twice, they're thinking about it and probably comparing your price. Call then. If it sat unopened for three days, they may have gone with someone else, but a call can still save it. Don't wait more than a week.
Bottom line
Use a link-based quote system if you're doing consistent estimating work—you'll see opens, track engagement, and close more. For one-off jobs, a PDF works, but always follow up within 24 hours by phone.