Send an offer by email

Flino sends offers through your connected mailbox, Google Workspace or Microsoft 365 Business. The email comes from your real address, with your signature, in your name.

Prerequisites

Before you can send, Flino checks four things:

1. Contact assigned: without a contact the Send offer button is greyed out.
2. Email address on the contact: otherwise the dialog shows the Email address missing hint. Add email opens the Email address required dialog. Flino cannot write to addresses with test domains such as example.com, .test, or .invalid.
3. Salutation on the contact: for the formal “Sie” style Flino needs a salutation and a last name. If something is missing, the Salutation missing dialog opens when you send (you can also choose Send anyway).
4. Mailbox connected (Google Workspace or Microsoft 365): otherwise the dialog shows “You are just one step away.” with a Connect mailbox button instead of the editor.

How to send

1. Open the offer from the pipeline or via Offers → click the offer.
2. Click Send offer.
3. Flino shows the Send offer dialog with:
   • the offer title, the recipient (To: name), and the amount
   • the attachments (see below)
   • the AI email language (DE or EN), pre-filled from the contact’s language or your default setting
   • Subject and Message as a pre-filled standard text matching the offer title and salutation (Du/Sie), with your signature from the imprint
   • the recipient with name, company, and address
4. You can write the text yourself, use a template, or click Suggest AI text. Flino then drafts an email from your AI writing style and the offer data. The AI draft replaces the text in the editor. If your imprint is incomplete, Flino first takes you to the organisation settings.
5. Edit subject and message as needed. With + Add CC you copy in further recipients.
6. Click Send offer. The bottom left shows which mailbox the email goes out from (Send via Gmail or Send via Outlook).

The AI draft is not generated automatically when the dialog opens: it only happens on your explicit click, and you can regenerate it as often as you like. You can also tweak the standard text without AI and send. If you close the dialog, your browser keeps the draft until you open it again.

Toast “Offer sent successfully”, the delivery status switches to Sent, the send date is recorded.

Use a template

Use template (next to Suggest AI text) applies one of your templates. The list shows the templates For sending offers first, then More templates. Team templates are marked Team, your own Private. If you have no templates yet, Create template takes you to the Templates page.

• The template replaces subject and message. If you already edited the text, Flino asks first (Replace your edited text?). Undo in the notice afterwards brings back the previous text.
• Flino fills placeholders such as first name, amount, or validity from the offer data. If the template is written in the other language, Flino switches the email language to match.
• Anything that cannot be filled, such as an empty field on the offer, an AI block, or an unknown placeholder, is marked in the text with ⟦…⟧, for example ⟦Amount missing⟧. As long as such a spot is in the text, the offer cannot be sent. Replace or delete the marked spots.

Independently of templates: if the subject or text still contains an unfilled placeholder such as {{Vorname}}, Flino refuses to send, via Gmail as well as via Outlook.

Insert the acceptance link automatically

In Settings → Email the switch Insert online acceptance link automatically (on by default) controls whether the offer email contains the acceptance link. Flino then adds the line “View offer online:” with the link before the signature, in the pre-filled text, in the AI draft, and in applied templates. If the line is missing at send time, Flino adds it. Through the link your customer views the offer, can ask questions, and accepts it bindingly.

PDF attachment

The PDF attachment is on by default in the send dialog. The PDF is only actually attached if a file is linked to the offer:

• PDF available: the line Offer PDF: [file name] has a switch. It is on; you can turn it off.
• No PDF available: the dialog shows the hint No PDF available. Sending only works once you tick Send without PDF anyway.

You add or replace the PDF on the offer detail page in the Offer PDF card.

Further attachments

Below the switches you can attach further files if needed: PDF, JPG, PNG, WebP, or DOCX, up to 10 MB each and 15 MB in total. An email has at most three attachments; the offer PDF and the terms count towards that. When sending via Outlook, each attachment may be at most 3 MB.

Terms (T&Cs) as a second attachment

If you want to attach your terms to the offer email, you control this per send with one click:

1. Upload once. Go to Settings → Sales Room and upload your terms as a PDF in the Terms & Conditions card (max. 10 MB).
2. Decide per send. The send dialog then shows the switch Attach terms: [file name]. It is off; you enable it deliberately.
3. Send as usual: the terms land as a second attachment next to the offer PDF.

Without uploaded terms, the switch is hidden; without enabling it, nothing is attached. Uploaded terms also appear on the acceptance page.

Send a test email to yourself

With a connected Gmail mailbox you can first send a test email to yourself:

1. Go to Settings → Email → Gmail mailbox card → Send test email.
2. Enter the target address (pre-filled with your own).
3. Click Send.

Toast “Test email sent successfully!” and the email is in your inbox. This function does not exist for Microsoft 365 mailboxes.

What happens after sending

• The delivery status is Sent. If the offer was still New, it moves to Open.
• If no sequence is running yet, Flino asks right after sending “Offer sent. Have Flino follow up automatically?”. Activate follow-up jumps to the follow-up area of the offer. There, Start standard sequence starts the standard sequence, or you pick your own.
• Your customer’s replies land in the activity timeline of the offer; an active sequence pauses.
• If the customer clicks the acceptance link and accepts, the status switches to Won.
• Further emails for this offer go out through the same mailbox as the first send.

Common error cases

Apart from the first one, these messages currently appear in German in the app, even with the English interface.

Message	What to do
”You are just one step away.” (no mailbox connected)	Connect Gmail or Microsoft 365 via Connect mailbox
General send error (“Fehler beim Senden der E-Mail …”)	Network or provider hiccup; wait a few minutes and retry
Unfilled placeholder (“Die E-Mail enthält noch einen ungefüllten Platzhalter wie {{Vorname}} …”)	Replace the placeholder in subject or text and send again
Offer already sent from another mailbox (“Dieses Angebot wurde bereits über ein anderes Postfach versendet …”)	Use the same mailbox as for the first send
Outlook attachment limit (“Ein Anhang überschreitet das Outlook-Limit von 3 MB pro Datei.”)	Attach a smaller file or leave the attachment out

Multiple send attempts

Already sent an offer and want to send an updated version? Create a new version, see Offer versions.