Articles on: Quotify

How to use the AI writing assistant in emails

The AI writing assistant is a built-in helper inside Quotify's rich-text email editor. It can expand short notes into full paragraphs, rephrase what you wrote, fix grammar, and adjust the tone to be more friendly or more formal. It is designed to save you time when sending proposals or customising notification messages — you can write a one-line draft and have the assistant turn it into a polished email. This is a Pro feature.

The assistant runs on a monthly token quota (a token is a small unit of text the AI processes — roughly three quarters of a word). When you run out of tokens for the month, the assistant pauses until the quota resets on the 1st of the next month.

Where you can use it

The AI writing assistant appears in the rich-text editor toolbar anywhere Quotify lets you write an email message. That includes:

The Email message field when sending a proposal (Proposals → open a proposal → Send Proposal)
The default proposal email message under Settings → Proposals
The staff notification email message under Settings → Notifications → Staff notifications
The customer confirmation email message under Settings → Notifications → Customer notifications
The proposal response notification message under Settings → Notifications → Proposal response

The assistant does not appear in the HTML email template editor (which uses code-level editing for full layout control).

How to access the assistant

Place your cursor in any of the email message fields listed above, or select some text you have already written.
In the editor's toolbar, look for the sparkles icon (a small star burst). Its tooltip reads AI Enhance.
Click the sparkles icon to open a dropdown menu of actions.

If you do not have the Pro plan, clicking the icon shows an upsell instead: "Upgrade to Pro to unlock AI text enhancement" with a View plans → link to the billing page.

The five enhancement actions

The dropdown shows five actions:

Expand — Takes short text and develops it into a longer, more detailed version. Useful for turning a one-liner into a proper email body.
Rephrase — Rewrites your text using different words while keeping the meaning. Useful when you are not happy with how something reads.
Fix grammar — Corrects spelling, punctuation, and grammar without changing your tone or content.
Friendly (More friendly) — Rewrites your text in a warmer, more conversational tone.
Formal (More formal) — Rewrites your text in a more professional, business-appropriate tone.

How to apply an action

Select the text in the editor you want to enhance. If nothing is selected, the assistant works on the full message.
Click the sparkles AI Enhance icon to open the menu.
Click the action you want (for example, Expand).
The menu shows a loading spinner with the label Enhancing... while the AI processes your text.
When it finishes, the selected text is replaced in the editor with the enhanced version.

If something goes wrong, an error message appears inside the dropdown. Common messages include:

"AI service is temporarily unavailable. Please try again."
"The selected text is too long. Please select a shorter portion." — split your text into smaller chunks and run the action on each.
"Your session has expired. Please refresh the page." — refresh and try again.

How to undo an enhancement

If you do not like the result, use your operating system's standard undo shortcut to revert:

Mac: Cmd + Z
Windows / Linux: Ctrl + Z

This rolls back the editor to your original text. You can then try a different action, or edit by hand.

How to check your remaining tokens

When you open the AI menu, the bottom of the dropdown shows a small circular progress indicator with a percentage and the label remaining (for example, "73% remaining"). This is the share of your monthly AI token quota that is still available.

The ring fills from full at the start of the month to empty as you use the assistant.
When you reach zero, the AI Enhance button is disabled until the quota resets.
If you try to run an action when out of tokens, you will see: "You have used all your AI enhancements for this month. Your quota resets on the 1st."

When the quota resets

The token quota resets automatically on the 1st of every month. There is nothing you need to do — your full monthly allowance is restored at midnight (server time).

Tips for getting good results

Write a rough version of what you want to say first, then run Expand or Friendly rather than starting from a blank field. The assistant works best with a starting point.
For long emails, work paragraph by paragraph. Select one paragraph at a time and apply the action — you will get better results and use fewer tokens.
After an enhancement, read the output and edit by hand as needed. The AI is a starting point, not a replacement for your judgement.
Combine actions: run Expand first to flesh out an idea, then Fix grammar for a final polish.

Good to know

The assistant is a Pro feature. The sparkles icon is visible to everyone, but only Pro users can use it; others see an upgrade prompt.
Token usage is shared across all the editors in your account, not per editor. Running ten enhancements on the proposal message field draws from the same pool as enhancements on the staff notification field.
The assistant does not store your text after processing — it is sent to the AI provider, the response is returned, and nothing is kept.
The five enhancement actions are translated into nine languages (English, German, Spanish, Finnish, French, Italian, Dutch, Portuguese, Swedish). The assistant works in whichever language you have set up Quotify in.

Updated on: 11/05/2026

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