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How to Create a Quote Acceptance Button with Automated Email Confirmation

Chanuka Geekiyanage Sep 30, 2026 869 views

Question details

The user wants to implement a workflow where customers can click an acceptance button on a quote, which automatically triggers a confirmation email.

How to Create a Quote Acceptance Button with Automated Email Confirmation

Product: Excel/PDF
Device & OS: not provided
Scenario: Creating business quotes in Excel, converting them to PDF, and sending them to customers for approval.
Observed behavior: Currently, converting the Excel quote to a PDF removes the ability to run automated scripts or macros, preventing the button and automated email from functioning.

Before you start

Determine whether you must send your quotes as PDF files or if you are open to using a web-based quoting link, as standard PDFs cannot securely run automated email scripts.

Solution 1Recommended

Use an Online Form or Dedicated Quoting System

Since PDF files cannot execute macros or automated email scripts, migrating to a web-based system is the most reliable way to achieve automated customer acceptances.

When you convert an Excel workbook into a PDF, all dynamic elements like VBA macros and clickable command buttons are disabled for security reasons. To create a seamless customer experience where clicking 'Accept' instantly sends an email, a cloud-based solution is required.

Select a web-based platform

Choose an online form builder (like Google Forms or Microsoft Forms) or a dedicated quoting CRM that supports electronic signatures and automated email triggers.

Recreate your quote template

Import your Excel pricing data into the online system and design your quote layout using their built-in template editor.

Configure the acceptance button and email trigger

Set up a workflow rule within the platform so that when the customer clicks the 'Accept' button or signs the document, a confirmation email is automatically dispatched to both you and the client.

Use an Online Form or Dedicated Quoting System

Best Practice: Using a dedicated online system ensures your quotes are mobile-friendly and avoids the security warnings customers often see when dealing with macro-enabled files.

Solution 2

Use an Excel VBA Macro (Without Converting to PDF)

If you are willing to send the actual Excel file instead of a PDF, you can use a VBA macro to create a functioning email button.

Free Microsoft Office alternative

Design Professional Quotes with WPS Office

While automated email scripts won't run in PDFs, you still need a reliable, lightweight tool to calculate pricing and design beautiful quotes. WPS Office is a free, powerful alternative that handles all your spreadsheet and document needs with perfect compatibility.

1. Download and install: Get WPS Office for free from the official website and install it on your computer.
2. Open your existing templates: Open your current Excel quote templates directly in WPS Spreadsheet without losing any formatting.
3. Export to PDF: Once your pricing is calculated, use the built-in 'Export to PDF' feature to generate a clean, professional document for your clients.

Fully compatible with Microsoft Excel (.xlsx, .xlsm) and Word formats.Built-in PDF conversion to quickly export your finished quotes.Lightweight, fast, and completely free to download and use.Familiar user interface requiring zero learning curve for seamless migration.

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Frequently Asked Questions

Can I add a working macro button to a PDF file?

No. When you convert an Excel file to a PDF, all VBA macros and scripts are stripped out. Standard PDFs do not support clickable buttons that interact with local email clients like Outlook for security reasons.

How do I create a clickable button in Excel?

You can create a button by enabling the Developer tab in Excel's settings. Once enabled, click 'Insert', choose a Button from Form Controls, draw it on your sheet, and assign a VBA macro to it.

What is the best way to get a customer to accept a quote electronically?

The most secure and professional method is to use a web-based quoting software, an e-signature platform (like DocuSign), or an online form. These tools handle acceptances and automated emails securely without relying on desktop file attachments.

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