Add Recipients While Editing a Document
This guide shows how to add recipients to a document during the editing process in QuoteCloud, allowing you to manage who receives, reviews, or signs your documents.
Add recipients while editing a document
Open the Recipients panel from the document editor.
Add and manage recipients for your proposal or document.
Add and manage document recipients
Understand recipient access
In the Document Editor, recipients are the people who will receive the document. You can add or edit your own recipients at any time, however shared company contacts may require additional permissions to modify.Open the Recipients panel
Click the Recipients icon on the right-hand sidebar of the editor. This opens the recipient management panel for the current document.Add a new recipient
Inside the Recipients panel, click +ADD to create a new recipient for the document. You can add Primary, To, and CC recipients depending on how the document should be shared.Enter recipient details
A modal window will appear where you can enter the recipient’s information. Fill in details such as first name, last name, email address, phone number, company name, and address.Save the recipient
After entering all required information, click Save . The new recipient will immediately be added to the document recipient list.Review recipient assignment
When a document does not yet have an existing recipient, the first added contact will automatically become the Primary Recipient . You can continue adding additional recipients under To Recipients or CC Recipients as needed.
FAQs
How do I add recipients while editing a document in QuoteCloud?
Open the document in the QuoteCloud editor and open the Recipients panel. From there you can select existing contacts or enter a new email address, choose a role (signer, reviewer, viewer), and save. The added recipients are attached to the document and will receive the final proposal or quote when you send it. This workflow is built to streamline your sales quoting software and sales proposal software processes.
What recipient roles can I assign when adding people to a document?
QuoteCloud lets you assign roles such as signer, approver, reviewer, or viewer. Each role controls what the recipient can do — for example signers can e-sign, reviewers can comment, and viewers can only inspect the document. Assigning roles while editing ensures the right permission for each contact before you send your quote or proposal.
Can I set or change the signing order for recipients during editing?
Yes. While editing you can set the signing order or toggle between sequential and parallel signing. Reorder recipients by dragging them in the Recipients panel to control the approval flow. This is useful for complex approvals in quote software and proposal software workflows.
Can I add external recipients who are not part of my QuoteCloud team?
Yes. You can add external recipients by entering their email address while editing the document. External recipients will receive an email invitation to view or sign the document. Make sure you assign the appropriate role and confirm recipient contact details before sending to avoid delivery issues.
Will recipients receive email notifications and what do they see?
Recipients receive an email notification with a secure link to the document. The email summarizes their role and any actions required, such as review or signature. When they open the link they see the branded proposal or quote content and any interactive elements you added while using the quote software or sales proposal software.
Can recipients edit the document or collaborate directly on content?
Recipients can only edit the document if you explicitly assign them a collaborator or editor role. Otherwise they can comment, review, or sign based on their assigned role. QuoteCloud supports collaborative review so you can gather feedback from reviewers before finalizing a sales quote or proposal.
What happens if I need to add or change recipients after the document has already been sent?
If a document has already been sent, adding new recipients may require creating a new version or re-sending the document depending on your workflow settings. To preserve audit trails and signature integrity, consider duplicating the document and adding the new recipients on the new version before sending again. This approach helps maintain compliance in high-volume document production.
How does adding recipients interact with integrations like QuickBooks Online?
Adding recipients in QuoteCloud does not interfere with accounting integrations. If the recipient matches a customer in QuickBooks Online, QuoteCloud can continue to sync customer and transaction data as configured. This keeps your quote to invoice workflow seamless when using QuoteCloud alongside QuickBooks for billing and record keeping.