Sales integration
Sales integration — link emails to quotations and orders
A customer writes about a deal, and the conversation ends up in your inbox while the quotation sits somewhere in Odoo Sales. The two never quite meet. MailDesk closes that gap: link any email to the quotation or order it is about, or start a fresh quotation without leaving your inbox — so every reply and every deal stay together in one place.
A customer writes about a deal, and the conversation ends up in your inbox while the quotation sits somewhere in Odoo Sales. The two never quite meet. MailDesk closes that gap: link any email to the quotation or order it is about, or start a fresh quotation without leaving your inbox — so every reply and every deal stay together in one place.
Available in: Sales integration. This is a separate module (MailDesk Sales Integration) that requires MailDesk Pro and the standard Odoo Sales app.
Why it matters
Sales conversations are messy. Quotes get sent, customers reply with questions, terms change over email — and then nobody can find what was actually agreed. MailDesk keeps the email and the deal in lockstep:
- No more copy-paste between two apps. The quote and the conversation live side by side.
- A complete deal history. Replies you send from MailDesk are logged onto the linked order, so the next person who opens it sees the full story.
- It stays attached as the deal moves. Follow-up emails on the same thread can be linked automatically, so the context never drifts apart again.
Because the link is anchored to MailDesk's stable internal email identity, it survives folder moves and re-syncs. One linked document is marked Primary — that is the one that receives reply logging and automatic linking.
How it works
1. Switch Sales on for a mailbox
The integration is off by default on every mailbox, so nothing changes until an administrator turns it on where the team needs it. Open MailDesk → Configuration → Mailboxes → Mailbox Accounts, open the mailbox, and find the Sales Linking & Quotation Flow card. Flip Enable on and the card expands to reveal defaults, permissions, and automation.
Here you decide how the panel behaves for this mailbox:
- Defaults — preselect a default sales team and salesperson on new quotations, and choose whether the panel shows each document's status and total amount.
- Permissions — allow or block each action individually: create quotation, link, unlink, and salesperson change.
- Automation — opt in to deterministic auto-linking and decide which replies get logged.
Deterministic by design
Follow-up emails are auto-linked only when MailDesk is certain. Auto-link by Reply Headers links a reply when its headers match an email that was already linked. Auto-link by Subject Token links when a recognized reference token appears in the subject. MailDesk never guesses from fuzzy text, so it will not attach the wrong document.
2. Open the Sales panel from an email
Once Sales is enabled, a small chart-icon button appears in the toolbar of every email. A badge tells you at a glance how many sales documents are already linked to that message.
Click it and the Sales panel slides in beside the email. On a brand-new conversation it starts empty, with everything you need to act right there.
3. Create a quotation straight from the inbox
Reading an enquiry and want to turn it into a quote? Click Create Quotation. A quotation form opens, already pre-filled with the customer — complete the lines, save, and it is linked to the email automatically.
The moment it is saved, the panel shows the new document as a card, with the customer, team, salesperson, and — if you enabled them — the status and total. The first linked document is marked Primary.
4. Or link to a deal that already exists
Often the quotation already lives in Odoo Sales and you just want to attach the email to it. Click Link Existing, pick a sales team to narrow the list, choose the quotation or order, and confirm. Tick make primary if it should become the main document for this email.
Work without leaving the inbox
From each card you can open the document in a popup or a new browser tab and — if the mailbox allows it — change the salesperson inline. Unlinking only removes the link; the order itself is never touched.
5. See the conversation right on the order
Keep replying from MailDesk as normal. When reply logging is on, your replies (and, if you choose, the customer's) appear directly in the linked order's chatter — so anyone opening the order in Odoo Sales sees the conversation that shaped the deal.
Where the linked email history lives
You see the full conversation two ways: in the MailDesk Sales panel beside the email, and as chatter entries on the order. MailDesk keeps a stable internal link rather than adding an extra button on the sale order form.
Requirements
- MailDesk Basic and MailDesk Pro installed, with at least one mailbox connected and syncing.
- The MailDesk Sales Integration module installed.
- The standard Odoo Sales app installed.
- MailDesk works on Odoo 17, 18, or 19 — the steps are the same on each.
Permissions required
- The user needs access to Odoo Sales to create, open, and edit quotations and orders. The panel acts as that user, so standard Sales access rules apply.
- A MailDesk administrator turns the integration on for a mailbox and sets which actions are allowed (create / link / unlink, salesperson change).
- Per-action toggles on the mailbox can further restrict what users may do from the panel, even when they have Sales access.
Get MailDesk Sales
Stop pasting quotes back and forth between your inbox and Odoo. With MailDesk Sales, the deal and the conversation finally live together — quotations created in a click, replies logged automatically, context that follows the thread.
See plans and pricing at mit-odoo.de/preise. MailDesk is free to try, and if you would like a walkthrough for your team, just talk to us — we are happy to help you get set up.
Related
- CRM integration — link emails to leads and opportunities
- Helpdesk integration — turn emails into support tickets
- Licensing & tiers
- Security & access rights