CoreBridge allows you to easily edit email templates used for customer communication. You can edit the text used within the template, as well as add placeholders. Placeholders are used to insert specific information based on Order/Invoice, Customer, Users, and Company information into your email communications.


Each tab on the Customer Communications page is a template for outgoing emails from the system specific to that area.  


This article covers the following templates:


Overview – Customizing Email Communications

  1. Navigate to the Management Module > Customers > Communications.

  2. Select the item you want to edit under Customer Email Notifications.

  3. Here you can customize the subject and body of the email to fit your needs.

    • (A) You can edit text outside of the Placeholder values (text within brackets). This text is not variable and will not change.

    • (B) You can replace a Placeholder with another Placeholder.

    • (C) Click Preview Email to view the email and check Placeholders.

    • (D) Click Revert to Default to remove any unsaved changes.

    • (E) Click View Placeholders to be directed to the Placeholders available for this email.

      NOTE:  Never edit the text within the brackets as this is a Placeholder, and allows the information to auto-populate once the email is sent.

  4. Click Save All Settings.
     


New Estimate


New Estimate is a notification email that can be sent to a customer when a New Estimate is created. By checking the box, you can manually trigger this email to be sent. You can format the email template to your needs and add the necessary placeholders that will populate when used on an estimate.



Once configured, to use this template, simply update the estimate product status to Awaiting Customer Approval, and a green envelope icon will appear. Click on the green envelope to launch the New Estimate email. The email will prepopulate based on the saved template and can be edited prior to sending.

As seen on the Order View Page:



As seen when updating in Queues:





Email Estimate

Email Estimate is the default template used when sending a customer a copy of their estimate.  



The estimate is sent manually by clicking Email Estimate on the estimate view page and will include a PDF attachment of the estimate. 

The email will prepopulate based on the saved template and can be edited prior to sending.





New Order

New Order is the default template used for a customer notification that their order has been placed. When the box is checked, the system will automatically send this email to the order contact when a new order is entered or converted in the system.




Email Invoice

Email Invoice is the default template used when sending a customer a copy of their invoice.

Check the box to include the billing contact on all invoices emailed from the system.   




The invoice is manually sent by clicking Email Invoice from the Order View Screen and will include a PDF attachment of the invoice.

The email will prepopulate based on the saved template and can be edited prior to sending.





Action Needed

Action Needed is a notification email that can be sent to a customer when Awaiting Customer Action status is set for a Product. By checking the box, you can manually trigger this email to be sent. You can format the email template to your needs and add the necessary placeholders that will populate when used on an estimate.



Once configured, to use this template, simply update the product status to Awaiting Customer Action, and a green envelope icon will appear. Click on the green envelope to launch the Action Needed email. The email will prepopulate based on the saved template and can be edited prior to sending.





Proof Available

Proof Available is a notification email that can be sent to a customer when Awaiting Proof Approval status is set for a Product. By checking the box, you can manually trigger this email to be sent. You can format the email template to your needs and add the necessary placeholders that will populate when used on an estimate.



Once configured, to use this template, simply update the product status to Awaiting Proof Approval, and a green envelope icon will appear. Click on the green envelope to launch the Proof Available email. The email will prepopulate based on the saved template and can be edited prior to sending.





Order Built 

Order Built is the default template used when an order has been marked Built. When the box is checked, the system will automatically send this email to the order contact when an order has been marked Built.




Order Completed 

Order Completed is the default template which can be sent automatically from the system whenever an Order status is set to Completed. 

  • (A) Check this box to enable automatic emails when the order status is set to Completed.
  • (B) Check this box to include a copy of the Invoice PDF with this email.
  • (C) Check this box to include the Billing Contact on the email.



Payment Due

Payment Due is the default template that automatically sends an email for currently Past Due Orders which applies to Cash Customers or Due within 5 days for customers with payment terms.


The payment due email does NOT send immediately when an order is completed.  There is a nightly routine that cycles through all the orders and sends the payment due notification IF:
  • the setting is turned on in customer communications
  • the payment due email has not already been sent
  • the date range fits the requirements (ie NET 30 means the payment due email should go out 25 days after order completion)

For cash customers,  the payment due email should go out overnight the night after the order is completed.


To enable automatic Payment Due emails:

  • (A) Check this box to automatically send this email to the Order Contact five (5) days before payment is due.
  • (B) Check this box to include the Billing Contact on the email.

    NOTE:  This email can only be sent ONCE per order.




Monthly Statements 

Monthly Statements is the default template that can be sent automatically to the customer with an outstanding balance. When enabled, billing statements are automatically sent from the system to the billing contact of customers with an outstanding balance.  


Enabling Monthly Statements

  1. Check the box to enable automatic monthly statement delivery.
  2. Choose a day of the month to send from the dropdown menu.


Notes:

  1. Automatic Statements will typically go out on the day set from the Management Module > Customers > Communication > Monthly Statements (ie the 1st of the month as shown above).
  2. Automatic Statements are not sent out if they already went out within the last 15 days. This is to avoid duplicate statements that could happen if you adjust the statement date in the Management module. 
  3. There is essentially a grace period of 5 days (by default) where the Automatic Statement may still send. This will catch customers who did not have a statement as of the 1st but do have a Statement as of the 5th. This avoids waiting 25 days for them to see a Statement (improved A/R) and also will catch occasional errors where perhaps a Statement should have gone out on the 1st but didn't for some reason.  



Email Statement 

Email Statement is the default template which is used when emailing billing statements to a single customer. You can format the email template to your needs and add the necessary placeholders that will populate when sending a statement.



Statements can be manually sent from customer information page. Navigate to a customer's page, click on the Statement Envelope. The email will prepopulate based on the saved template and can be edited prior to sending.



The email will prepopulate based on the saved template and can be edited prior to sending. A PDF file of the statement will be attached.  




Customer Login 

Customer Login is the default template which can be sent manually after you've enabled the Customer Portal for a contact.  



To send the Customer Login email, navigate to a contact in CoreBridge. Click +Enable Customer Portal.



Check Enable Access then click Save Changes.


The email will prepopulate based on the saved template and can be edited prior to sending.