Send a document by email: PDF attached, pick a template, edit the text

With Send by email you send a document as if you had written the email yourself: from your own mailbox, with the PDF attached, a text from your templates that you can freely edit before sending — and with further files such as terms and conditions, a menu or a venue fact sheet.

The document goes through exactly the same steps as “Save and Send”: required-field check, approval (if set up), final document number, PDF and the status “Sent”. Only the email to the customer is different — yours instead of the automatic notification. Only one email ever goes out, never both.

Requirement: a connected mailbox

The email is sent from your connected mailbox (Google or Microsoft) — so your customer sees you as the sender and replies come back to you. Connect your mailbox under Integrations → Email (guide: How do I connect my email inbox?). If you have a personal mailbox and there is also a workspace mailbox, your own is preselected; you can switch in the window.

Without a connected mailbox the window shows a note with a link to connect one. “Save and Send” keeps working as before and sends the automatic notification.

How to send a document

1. Open the document and click Send by email next to Save and Send at the bottom — or By email on the document card in the Documents tab. The button appears wherever the document can be sent (quote, invoice, credit note).
2. Check the sender and recipient. All email addresses of the contact are available as recipients — for invoices the billing email is preselected. Under Copy to you can add further addresses, for example a colleague.
3. Pick a template. You can choose the standard text for the document type (as in the automatic quote or invoice email) and all your own templates from Settings → Email templates. Subject and text are filled in, with the placeholders (customer name, salutation, event, amount …) already resolved.
4. Edit the subject and text freely. Univents adds your workspace logo, colours and signature when sending.
5. Check the attachments: the document PDF is always attached. The fixed attachments of the chosen template are preselected — untick a file if it shouldn't go this time. With Add file you can attach another file just for this email.
6. Click Send. The window closes right away and the document shows “Generating PDF”. As soon as the PDF is ready, the email goes out and the document is set to Sent.

Document number in the text: if a quote has no number yet, the text contains {{doc_number}}. Leave the placeholder in — Univents inserts the final number when sending.

Fixed attachments on a template

Under Settings → Email templates, open one of your own templates and upload the files that should always go with it under Fixed attachments — for example terms and conditions, a menu, a room overview or a venue fact sheet. Save a new template once first; then you can add attachments. Deleting asks for confirmation.

PDF, PNG, JPG, Word and Excel are allowed, up to 10 MB per file and at most ten files per template.

What happens if something goes wrong?

• Required fields missing, approval needed, document already sent: the window stays open and names the reason — nothing was numbered and nothing was sent. If an approval is needed, “Request approval” opens as usual.
• The PDF can't be generated: no email goes out and you get a “Document not sent” alert in the bell.
• The email can't go out (mailbox disconnected, attachments larger than 10 MB in total, a file has since been deleted, address no longer on the contact): the bell tells you that your customer didn't receive an email. As with “Save and Send”, the document is still set to “Sent” — then send the email again from your mailbox.

Where do I see the sent email?

Like every other sent email, it appears in the event's Messages tab (for a document without an event, on the document itself) — and of course in the Sent folder of your mailbox.

In the AI chat

When you ask the AI assistant to send a document, you can name a template. It first shows you a card with sender, recipient, subject, text and attachments; only your click sends it. Writing the text freely and attaching files ad hoc is only possible in the Send by email window.

Good to know

• Delivery notes have no send step and therefore no “Send by email”.
• Documents that have already been sent can't be sent again this way.
• More on templates and placeholders: Email templates and placeholders. On sending documents in general: Financial Documents: Quotes, Invoices & Delivery Notes.