Magento 2 Email Quote: Configuration and Customization

• What is a Magento 2 Email Quote?

• Choosing the Right Email Quote Extension for Your Business

• Essential Configuration Settings of Magento 2 Email Quote

• Customization Options of Magento 2 Email Quote

• Advanced Features of Email Quote for B2B E-commerce

• FAQs

• Summary

What is a Magento 2 Email Quote?

A Magento 2 email quote enables store owners to send custom product quotes via email. It is often used for bulk orders or when negotiating pricing.

Customers can request a quote through the storefront. They don’t need to buy at the listed prices. The admins then review the request and send the quote via email.

The customer receives a detailed quote with pricing and product details. It is often sent in a PDF format, and you can choose to accept or proceed to checkout. The feature helps merchants build relationships and close more high value deals.

Magento 2 Open Source does not include the feature by default. Third-party extensions, such as Amasty or Aheadworks, add it. Magento 2 Commerce has built-in B2B quote functionality. It helps enhance the quoting and communication process between buyers and sellers.

Choosing the Right Email Quote Extension for Your Business

1. B2B vs. B2C Considerations

You should understand your primary customer base. B2B buyers often have complex needs and expect personalized service. Your quoting tool should support:

• Custom fields for specifying product requirements, such as dimensions and configurations.

• File upload options are available for technical drawings or documentation.

• ERP system integration to sync quotes with backend operations.

• Customer group pricing rules allow you to tailor quotes. It depends on the type of buyer or the negotiated contracts.

B2C shoppers expect speed and convenience. Focus on:

• A simple, intuitive quote request form that’s easy to use on all devices.

• Fast turnaround times to encourage conversion.

• Social proof features, such as testimonials or customer reviews, can help establish trust.

2. Budget Considerations and ROI Expectations

Magento 2 quote extensions range from free to premium. It depends on features and support. Consider:

• Initial cost versus long-term benefits helps close more sales or improve operational efficiency.

• Licensing models offer lifetime access, while others need annual renewals.

• Look for scalable solutions that grow with your business. It doesn't force a costly upgrade later on.

3. Technical Requirements and Integration Capabilities

An extension that doesn’t fit your tech stack will cause more problems than it solves. Before committing:

• Check compatibility with your Magento version and existing themes or customizations.

• Consider API availability. It is if you need to connect the extension with CRMs or marketing tools.

• Look for well-documented extensions that offer active support and receive frequent updates.

4. Business Size and Complexity Factors

• Choose a lightweight and affordable solution. It is beneficial for customers. It is easy to set up and use with minimal technical knowledge.

• It often requires more sophisticated features. These include automated workflows or integration with CRM/ERP systems.

• Customizability and support become essential at this scale.

Essential Configuration Settings of Magento 2 Email Quote

1. Enable the Extension and the “Add to Quote” Button

After installing the extension, the first step is to activate it from the admin panel. Once enabled:

• Add the "Add to Quote" button to product pages. It allows customers to submit quote requests from the catalog.

• Some extensions allow the email quote button on category pages or the shopping cart. It gives you more flexibility in how you start the quotes.

• You can usually toggle this per product. It allows you to offer quote functionality. It is only for high-value or customizable products.

• Customize the button label to match your store’s tone and audience.

2. Set Quote End Periods

Managing quote validity helps maintain clear expectations and avoid confusion. In the configuration panel:

• Set a default Magento end period for all quotes.

• Allow manual change of end dates for individual quotes. It is useful for special deals or long-term negotiations.

• Expired quotes can be auto-archived or flagged as inactive. It keeps your quote system organized.

• A clear deadline encourages customers to take action. It helps avoid quoting outdated prices or products that are no longer available.

3. Configure Email Notification Templates

Clear communication ensures a smooth quoting process. Most extensions allow you to:

• Customize email templates for each stage of the quote lifecycle. These include submission to end reminders.

• Personalize emails with dynamic variables, such as customer name and end date.

• Set up different templates for customer and admin notifications. It helps simplify internal workflow and enhance professionalism.

• Ensure your emails reflect your brand's style. These include your logo and contact information in a friendly tone.

4. Set Up Customer Group Permissions

Not all customers may need access to the quote functionality. You can configure visibility and permissions based on customer segments:

• Restrict Magento 2 quotation requests to logged-in users or specific B2B groups.

• Enable or disable quoting per store view if you run different storefronts. These include retail vs. wholesale.

• Use this to provide a personalized experience. Only large-volume buyers have access to the quote option.

• It ensures better control over who uses the feature. It keeps casual shoppers from abusing it.

5. Enable Security Features like Google reCAPTCHA

Quote forms can be a target for spam and bots if they allow guest users to request quotes. Secure your forms with:

• Google reCAPTCHA v2 or v3 integration. It depends on your preference and user experience (UX) needs.

• Protection for all quote request entry points. These include the product page and contact form.

• Optional IP blacklisting or request throttling, depending on your extension’s capabilities.

• Strong form security helps maintain server performance. It also ensures only legitimate requests reach your team.

Customization Options of Magento 2 Email Quote

1. Email Templates

Effective email communication helps during the quote process. Most extensions allow you to:

• Customize email content for each stage. These include a new quote received and a quote end reminder.

• Insert dynamic variables such as:

  1. Customer name

  2. Quote number

  3. Quote summary

  4. End date

  5. Direct checkout links

• Change the email design using HTML or a WYSIWYG editor. It helps match your branding, including your logo and tone of voice.

• Use different templates for customers and admins. It ensures internal teams get actionable information while customers receive polished, user-focused messages.

2. Quote Forms

Customizing the quote request form enhances the user experience. It ensures you capture the right information. You can:

• Add or remove form fields, including desired delivery date and custom notes.

• Include dropdowns or file upload fields to meet specific business needs. These include design specifications or compliance documents.

• Adjust field labels and placeholders to use customer-focused language or industry-specific terms.

• Control visibility, show, or hide fields based on customer group or product type.

3. Button Labels and Positioning

The “Add to Quote” or “Request a Quote” button is your customer’s entry point. These make them clear and well-placed:

• Customize the button text to suit your tone. These include “Request Custom Price” and “Get a Quote.”

• Choose where the button appears. These include product detail pages or category listings.

• Use icons or styling such as color and hover effects. It aligns with your store's design and call-to-action standards.

• Some extensions allow you to show or hide the button. It depends on the customer group or stock level.

Advanced Features of Email Quote for B2B E-commerce

1. Customer Group–Specific Quoting

B2B sales often need price negotiations for select clients. B2C pricing remains fixed. With customer group–specific quoting, you can:

• Restrict access to the "Request a Quote" feature for specific groups, such as:

  1. Wholesale buyers

  2. Registered business customers

  3. VIP or loyal clients

• Hide the quoting option from general retail shoppers. It helps maintain consistent pricing on the Magento storefront.

• Set unique quoting rules per group, such as a least quantity or custom discount tiers.

• It ensures that only qualified or strategic buyers can engage in personalized negotiations. Others follow standard pricing policies.

2. Quote Approval Workflows

In larger B2B organizations, sales often involve many decision-makers. An advanced quote system supports multi-step approval workflows, such as:

• Sales representatives handle initial quote requests and propose discounts.

• Sales managers or finance teams review and approve quotes. Quotes that exceed predefined pricing thresholds or contain special terms.

• Upon approval, the customer receives the final quote with custom pricing and a call to action.

• The structured approach ensures pricing integrity and faster response times. It reduces manual errors or unauthorized discounts.

3. CRM and ERP Integrations

Integration is essential for a unified B2B sales ecosystem. Leading Magento 2 email quote extensions support connections with:

• CRMs, including Salesforce and Zoho:

  1. Auto-sync customer data and quote history

  2. Enable sales teams to follow up faster and track lead status

• ERP Systems, including SAP and NetSuite:

  1. Pull real-time inventory and product specs into quotes

  2. Push accepted quotes into your order management system

• Analytics Tools:

  1. Track quote-to-order conversion rates

  2. Track response times and quote performance metrics

Businesses using integrated quote systems report a 30% increase in sales team productivity.

4. Custom Fields and File Upload Capabilities

B2B quotes often need more detailed information than standard cart checkouts. With this feature, you can:

• Add custom options to capture project timelines or delivery preferences.

• Allow users to upload files, such as technical drawings or product mockups.

• Configure visibility and validation for each field depending on your business logic.

• It supports more accurate quoting. It also reduces back-and-forth communication for custom or made-to-order products.

5. Auto-Registration of Guest Users

Many B2B customers prefer to start a quote without creating an account. With auto-registration, you can:

• Allow guest email senders to request quotes using only an email ID and name.

• Generate a user account and send login credentials. It is after the customer submits the quote.

• The store's quote history is under the new account for reference and reordering.

It lowers the barrier to entry. It encourages engagement from first-time buyers and turns anonymous visitors into registered leads. There is no added friction.

FAQs

1. What is a quote item in Magento 2?

A quote item is a product or service added to a customer's shopping cart. It helps calculate the total order cost. It also facilitates the checkout or quote request process.

2. How do I enable quotes in Magento 2?

Navigate to Sales in the Magento admin panel. Then, set "Enable Quotes" to "Yes" under the Quote Settings tab. You must install a Magento 2 email quote extension for full quote functionality.

3. Can guests request quotes, or are they only available to registered customers?

It depends on the module you choose. Amasty and BSS Commerce support guest quotes. WebKul requires customer registration before requesting quotes.

4. How often should I update my quote extension?

Plan to update your extension every 6 to 12 months. It helps ensure compatibility with the latest Magento security patches. It also enables access to new features. More frequent updates may be necessary if you are running the latest version of Magento.

Summary

Magento 2 email quote enables store owners to offer pricing by sending custom quotes. The article explores the benefits of the quote, including:

• B2B users enjoy advanced features, such as custom fields and multi-step approvals.

• B2C shoppers enjoy a simplified quote request process, prioritizing speed.

• You can choose the extensions based on budget, scalability, and tech compatibility.

• Features include customizable forms, group permissions, and security controls.

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