How to Send Quotes Using Gmail Templates or Canva

How to Send Quotes Using Gmail Templates or Canva

Sending professional quotes is a crucial step in converting potential clients into paying ones — especially for bookkeepers working remotely or with small businesses.

The good news? You don’t need complex quoting software. Tools you already use, like Gmail or Canva, can help you send clean, branded, and effective quotes that make a great impression and get approved faster.

Why This Matters

Many bookkeepers still rely on email threads or typed-up quotes in Word. But those can look unprofessional, take time to create, and leave room for confusion.

By setting up simple quote templates in Gmail or Canva, you’ll save time, look polished, and help your client say "yes" quicker.

Option 1: Gmail Templates – Speed and Simplicity

If most of your quotes are sent by email, Gmail’s built-in template feature is a great place to start.

How to Set It Up:

• Go to Gmail settings → “Advanced” → Enable “Templates”

• Write a clear, client-friendly email draft with your standard quote wording

• Save it as a template so you can reuse and tweak it when needed

This method is perfect for service-based quotes where you just need to communicate pricing, scope, and next steps — fast.

What to Include in Your Gmail Quote Template:

• A warm greeting

• A brief overview of what’s included

• Pricing (hourly, fixed, or package-based)

• How long the quote is valid for (if relevant)

• Simple instructions on how the client can approve or proceed

• Your contact info and business signature

Example CTA (call to action):
“To proceed, just reply ‘Approved’ and we’ll take care of the rest.”

Option 2: Canva – Add a Professional Touch

If your clients expect visual branding — or if you want to stand out — Canva offers free and professional-looking templates for service quotes.

How to Use Canva for Quotes:

• Go to Canva.com and search “Service Quote”

• Choose a layout that reflects your branding and services

• Insert your own logo, contact details, and quote info

• Keep design clean — focus on readability over flair

• Save as PDF and send it as an attachment in your email

This works especially well for creative professionals, consultants, or when quoting custom bookkeeping packages.

Quick Tips:

• Match your brand colours and fonts

• Be concise — one page is ideal

• Always check spelling and totals before sending

Which Should You Use?

Gmail templates are faster and perfect for everyday quoting. Canva is best when you want to deliver a visually branded quote or build trust with newer or more design-conscious clients.

There’s no need to choose just one — many bookkeepers use Gmail for regular clients and Canva for new leads or more formal proposals.

Final Advice

The goal isn’t just to “send a quote” — it’s to help your client understand what they’re paying for, trust your process, and approve quickly. Whether you use Gmail or Canva, your quote should reflect the reliability and clarity you bring as a bookkeeper.

Take 30 minutes to create both a Gmail template and a Canva layout — you’ll thank yourself every time a new enquiry comes in.

Justwise Accounting helps small businesses feel confident from the first quote to the final payment — with clear communication, no-surprise pricing, and friendly support throughout.