Email & Communication

Email Integrations

Connect and verify the real company mailboxes that send customer emails for each department, and turn on bounce alerts.

Customer emails (proposals, payment links, confirmations) go out from your company's own mailboxes, never a generic platform address. Settings → Communications → Email Integrations is where a Company Super Admin connects those senders: "Connect the real company inboxes used by Sales, Customer Service, Operations, and Billing." Anyone else who opens the page sees only a note that the Super Admin configures it (admins also see the Accounting email card, below).

Departments and senders

Senders are organized by department: Company default, Sales & estimates, Customer service, Operations & dispatch, and Billing. You can add more than one sender per department and mark one as the Department default. The Company default sender is the fallback, used only when a department has no working sender.

Which mailbox an email leaves from

When someone sends an email from the portal, it leaves from the first of these that exists:

  1. A shared company address they chose in My Profile → Email Sending (Send as a company address).
  2. Their own mailbox, connected in My Profile → Email Sending (Google, or another provider by SMTP).
  3. Their own work address through your company's Microsoft 365 app, when you have one. Nothing to connect.
  4. Their department's sender, the Department default first. Sales, Quality Assurance and Auto Transport use Sales & estimates, Customer Service uses Customer service, and Dispatch and crew use Operations & dispatch. Everyone else goes straight to the Company default.
  5. The Company default sender.

If none of these exists, the portal does not send, and it does not pretend it did. Automated emails (scheduled billing emails, appointment reminders, estimate automations and dispatch alerts) always send from department addresses.

Supported providers

  • Google Gmail / Workspace — nothing to set up here. Add the sender, then click Connect Google and sign into that exact mailbox; the Google account must match the sender email. You never enter Google developer keys: the platform manages the shared Google connection.
  • Microsoft 365 — set up once for the whole company under Workspace integration. Enter your Azure app registration's Tenant ID, Client ID and Client Secret, then click Verify & save. After that, each Microsoft sender needs only its email address.
  • Other SMTP provider — configured on each sender with SMTP host, SMTP port, SMTP username, and SMTP password or app password.

Microsoft permissions. In Azure, open the app registration's API permissions → Add a permission → Microsoft Graph and choose Application permissions, not Delegated:

  • Mail.Send — required to send any customer email.
  • Calendars.ReadWrite — only if you also want Outlook calendar sync.
  • Mail.ReadBasic.All — only if you want bounce alerts (see below).

Finish with Grant admin consent, and check that the Type column reads Application on every row. Disconnect Microsoft app removes the stored registration, and every Microsoft sender stops sending until a new app is connected.

Adding a sender

  1. Click Add sender.
  2. Choose the Department and Provider.
  3. Enter the Sender label, Sender email, and Sender display name.
  4. Optionally tick "Use this as the default sender" for that department.
  5. Click Save sender, then Connect Google (Google) or Test delivery (Microsoft or SMTP).

Disconnect on a sender's card removes it.

Verifying delivery

Each sender shows a status badge: Connected, Needs attention, or Disconnected. The Verified delivery panel lists senders that have passed a delivery test, and Email connections needing attention explains failures in plain language (credentials are never shown). The company setup step Company email delivery stays incomplete until at least one sender is connected and verified. Until then, estimate emails cannot go out.

Bounced-email alerts

When an email the portal sent to a customer bounces (a wrong or closed address), the person who sent it gets an alert in their notifications bar, and the email shows Bounced with the reason in the customer's email history. A bounced automated email alerts the estimate's rep. Each person can turn their own alerts off with the Email bounced switch in My Profile → Notifications; it is on by default.

To catch a bounce, the portal looks only at the "undeliverable" notice that comes back in the same conversation as the email it sent, and reads only its sender, subject, time and recipients, never message bodies or attachments. Emails a rep sends from their own Outlook or Gmail outside the portal can't be seen.

Microsoft 365 — a Microsoft administrator for your company gives the portal's app one extra read permission:

  1. Sign in to the Microsoft Entra admin center (entra.microsoft.com) as a Global Administrator or Privileged Role Administrator.
  2. Go to Applications → App registrations → All applications and open the app your company uses for portal email. Its Application (client) ID matches the Client ID under Workspace integration on this page.
  3. Open API permissions → Add a permission → Microsoft Graph → Application permissions, search for Mail.ReadBasic.All, tick it and click Add permissions.
  4. Click Grant admin consent for your organization and confirm. The new line shows a green Granted status next to Mail.Send.
  5. If your company limits the app with an Exchange application access policy, include every mailbox that sends from the portal, reps' own addresses included. The same policy also limits sending.

Nothing else changes: the Client ID and Client Secret stay the same, and no one has to reconnect. Alerts start with the next emails sent after consent.

Google Gmail / Workspace and SMTP — bounce alerts for these senders are not available yet.

Accounting email

The Accounting email card on this page sends a daily email of the Finance totals, with the full export attached, from your Billing sender (or the Company default). Company admins with Finance access can switch it on, enter up to 5 addresses under Send to, pick the send time (6:00 pm in your company's time zone until changed) and what it covers: Today up to the send time or Yesterday (full day). Click Save. It is off until someone turns it on.