Proposal Not Sending

If your proposal isn't sending to your client, here's how to identify and resolve the issue.

Before You Send#

Check the Recipient Email#

The most common issue is an incorrect email address.

Verify:

• The email address is spelled correctly
• There are no extra spaces
• The domain is correct (e.g., @gmail.com not @gmial.com)

Check Required Fields#

The send dialog requires certain information:

• Recipient email – Must be a valid email address
• Subject line – Usually auto-populated, but required

If any required field is missing or invalid, the Send button may be disabled.

Common Issues#

"This quote has been invoiced" or "This quote has been accepted"#

Sammy won't resend a quote once it has been accepted or converted to an invoice. Your client already has the version they said yes to, and sending it again would put a fresh Accept button in front of them.

On the estimate page, tap Actions (on a computer it's in the bottom-right corner). On an invoiced quote, Send proposal shows a padlock and says why. On an accepted quote, the main action is Create invoice instead.

To send it again anyway:

1. Open the estimate
2. Tap the status pill, or tap Actions, then Change status
3. Choose Draft
4. Tap Actions, then Send proposal

If the job is going ahead, you probably want to send the invoice instead. Open the linked invoice from the estimate page and send that.

Good to know: converting an estimate to an invoice marks it Invoiced straight away, even if you haven't sent the invoice yet. Deleting that draft invoice doesn't change the estimate back – change the status by hand if you need to.

"Failed to send" Error#

The email couldn't be delivered.

Common causes:

• Invalid email address format
• Recipient's email server rejected the message
• Temporary service issue

Solutions:

• Double-check the email address
• Try a different email address for the same client
• Wait a few minutes and try again

Email Sent But Client Didn't Receive#

The email may have been filtered or delayed.

Ask your client to check:

• Spam/junk folder
• Promotions tab (Gmail)
• Email filters or rules that might redirect it

Solutions:

• Ask client to add your sending address to their contacts
• Try sending to an alternative email address
• Resend the proposal

Proposal Shows "Pending"#

The email is queued but not yet sent.

This can happen when:

• You scheduled the email for later
• There's a temporary delay in processing

Solutions:

• Check if you accidentally scheduled for a future time
• Wait a few minutes for processing
• Refresh the page to see updated status

Email Bounced#

The recipient's email server rejected the message. Your client never received the proposal.

How Sammy tells you:

• A coral Bounced tag appears next to the estimate's status on your estimates list and on the estimate page
• A warning banner on the estimate explains which address bounced
• You get a notification in the app (and on your phone if push notifications are on) plus an email from Sammy
• The Messages tab on the estimate shows the bounce details, including what the mail server said

Common reasons:

• Email address doesn't exist
• Recipient's mailbox is full
• Recipient's server is blocking the email

Solutions:

• Verify the email address with your client
• Ask for an alternative email address
• Try a personal email instead of work email (or vice versa)

Once you fix the address and resend, the Bounced tag clears. If it comes back, the new send bounced too — best to give your client a quick call.

If Sammy says the client's mail provider rejected it#

Sometimes the bounce isn't about the address at all. Apple's iCloud mail (addresses ending in @icloud.com, @me.com or @mac.com) and a few other providers occasionally reject email from a sending service outright. When that happens Sammy tells you plainly — the banner says something like "Apple iCloud rejected the email at their end — the address is fine" — and gives you two quick ways around it:

• Copy proposal link – copies the link to your online proposal. Paste it into a text, WhatsApp or an email from your own address. The link works without the email.
• Text the link – opens your phone's Messages app with the client's number and the link already filled in. It only shows when the client has a phone number on their record.

You can also download the PDF and send it from your own email. Resending from Sammy to the same address will most likely bounce again until the provider lifts the block, so don't keep trying — send the link another way and get on with the job.

Checking Email Status#

After sending, you can track the email status:

1. Open the estimate
2. Look for email delivery status
3. Status will show: Sent, Delivered, Opened, or Failed

Status Meanings#

Spam and Deliverability#

Why Emails Go to Spam#

Recipient email filters may flag messages based on:

• New sender address
• Links in the email
• Generic subject lines
• Recipient's email settings

Improving Deliverability#

For your client:

• Ask them to check spam and mark as "not spam"
• Have them add your email to contacts
• Try their personal email if work email has strict filters

For your message:

• Use a clear, professional subject line
• Keep the message body professional
• Include your business name

Resending a Proposal#

If the first send failed:

1. Open the estimate
2. Tap Actions (on a computer it's in the bottom-right corner), then Send proposal again
3. Verify the email address
4. Send the proposal

Each send creates a new email – the original failed attempt won't retry automatically.

Scheduled Sends#

If you scheduled a proposal for later:

1. Check the scheduled time
2. Ensure it hasn't passed yet
3. Wait for the scheduled time

To send immediately instead:

1. Cancel the scheduled send (if option available)
2. Send again without scheduling

Getting Help#

If proposals consistently fail to send:

1. Note any error messages
2. Check if the issue affects all clients or just one
3. Try sending to your own email as a test
4. Contact support with details

Related Articles#

• Send Your Estimate as a Proposal
• Track Your Proposal