How to Add Payment Integration or Options to the Quote in Email

How to Add Payment Integration or Options to the Quote in Email

Sending a quote is the first step to winning a job—but making it easy for clients to say yes and pay quickly is what sets you apart. Adding payment options directly to your quote emails helps streamline approvals and improves your cash flow.

Here’s how you can do it effectively, and what to consider depending on your platform.

Why Add Payment Options to a Quote?

Embedding payment integration into your quote email gives clients a seamless experience. It allows them to:

• Accept and approve the quote immediately

• Pay a deposit or full amount via secure gateway

• Reduce back-and-forth admin

• Build trust with a professional presentation

It also positions your business as organised and tech-savvy.

Platform-Based Integration Options

Most modern accounting or quoting platforms support quote-to-payment workflows. Here’s a breakdown:

1. Xero

• Use Xero’s online quotes feature.

• Enable payment services (like Stripe, PayPal, Square) in your Xero settings.

• Once the client accepts the quote, they can pay instantly from the invoice or a linked payment page.

2. QuickBooks Online

• Use QuickBooks’ quote/estimate tools.

• After acceptance, convert it into an invoice with payment links enabled.

• Integrate services like PayPal or debit/credit card options for faster processing.

3. Custom Email Quotes

If you send quotes manually (e.g., via PDF/email), you can still:

• Add direct payment links (Stripe, PayPal) in your email template

• Include QR codes for mobile payments

• Set terms requiring upfront or milestone payments

What to Include in Your Email Template

Make your quote email professional and clear:

• Short introduction and thank-you

• Summary of services, pricing, and terms

• Payment link or button to accept and pay

• Contact details for questions or changes

Keep language action-focused—encourage prompt approvals.

Security and Compliance Considerations

Always use verified payment platforms with SSL encryption. Avoid requesting bank details or card information via plain text email.

Also, ensure your invoice and payment processing complies with ATO standards, especially if GST is involved.

Streamlined Quotes = Faster Conversions

When clients can accept and pay on the spot, your business gets:

• Faster deal closures

• Less admin chasing unpaid quotes

• Better cash flow

• A more polished brand experience

Whether you’re a tradie, consultant, or service provider, this simple upgrade makes a big difference.

Need help setting up smart quoting workflows?

Justwise Accounting can advise you on linking quotes to payments, tracking receivables, and automating client onboarding—all while keeping your books clean.