Emails & Texts

Contractor Accelerator automatically sends emails to customers throughout each stage of a project, including leads, bids, appointments, installation, and payments.

You can control:

• Who emails are sent from
• Who receives internal email notifications
• Which automated messages are enabled
• What each email says

To access these settings, go to:
Company Profile → Email & Texts

Table of Contents

1. Email Settings
2. Text Message Setting
3. Reminder Setting
4. Edit Emails via Setup Wizard
5. Edit Emails via Company Profile
6. Email Template Types
   1. Leads & Customers
   2. Sales Process
   3. Installation
   4. Billing & Payments
   5. Documents
   6. Bid Follow-Ups

Email Settings

The system will generate various emails throughout the project. Configure the following settings.

1. Primary Users can find the Company Profile by clicking on the user icon in the upper right corner of the screen and selecting Company Profile. (To find the user icon on a tablet or mobile device, select the 3-line hamburger menu on the top right of your screen.) 
2. Select the Email & Texts tab at the top of the box. 
3. Select Edit
4. Update the email addresses you would like to use for the following:
   • From Email Address: Enter the address you want system emails to come from.
   • Reply-To Email Address: Enter the address where you would like to receive any customer responses to your emails sent via the system.
   • Additional System Email Recipients: The assigned salesperson will receive an email when a bid is viewed, accepted, or rejected. Add additional recipients who should also receive these emails. 
   • Additional System Email Recipients (Bid Accepted Only): The assigned salesperson will receive an email when a bid is accepted. Add additional recipients who should also receive this email but do not want to receive emails for Bids Viewed or Bids Rejected. 
   • Installation Appointment Complete Email: This setting controls whether the Installation Complete email is sent to homeowners when a user clicks the Installation Complete button in the project's schedule page. 
5. Click Save

Email Error Messages

If an email to a customer cannot be delivered, a rejection email will be received. Please verify that the email was entered correctly and that the customer checked their spam folder. Please contact support if the issue cannot be resolved with the above steps.

Text Message Settings

1. Primary Users can find the Company Profile by clicking on the user icon in the upper right corner of the screen and selecting Company Profile. (To find the user icon on a tablet or mobile device, select the 3-line hamburger menu on the top right of your screen.) 
2. Select Emails & Texts on the left side of the screen.
3. Select Edit

The text messaging feature notifies customers of evaluation and installation appointments. The setting within Company Profile must be enabled for text messages to be sent.

Additionally, customers must have a phone number listed in the system as 'cell phone (text Opt-in)' to receive text messages. 

The below content is used for appointment reminder text messages. These cannot be personalized but do use custom inputs specific to your company, project, customer, and appointment schedule. 

Appointment Text Message

Template:

Your (company name here) (sales or installation) appointment is scheduled for (time) with (salesperson/installer first name) (salesperson/installer last name). Contact (company phone number) with questions. DO NOT REPLY

Reminder Text Message

Template:

REMINDER: Your (company name here) (sales or installation) appointment is scheduled for (time) with (salesperson/installer first name) (salesperson/installer last name). Contact (company phone number) with questions. DO NOT REPLY

Reminder Settings

Reminder 24 Hours Before Appointment: This setting allows customers to receive an automatically generated reminder email (and text if enabled) 24 hours before their scheduled appointment time.

Bid Follow-ups: You can create templated follow-up emails to remind customers to review the bid and sign the contract. These are optional emails and can be set up by primary users within your Company Profile. You set the timing, message, and frequency.

Reminder emails are sent when a customer who has received a bid has not yet signed the contract via the software. Once a bid is accepted, the customer will no longer receive the reminder emails. To learn more about unenrolling a specific customer, please visit our Customer article. 

1. Primary Users can find the Company Profile by clicking on the user icon in the upper right corner of the screen and selecting Company Profile. (To find the user icon on a tablet or mobile device, select the 3-line hamburger menu on the top right of your screen.) 
2. Select Email & Texts on the left side of the screen.
3. Click edit pencil to the right side of the table on the line you want to edit. 
4. Pick the reminder email you want to add from the dropdown menu.
   • Learn how to create a new reminder email in our Email article. 
5. Choose when you want the email to send by setting the number of days after the bid delivery.
   • For example, by selecting 1 day for the first email and 7 days for the second, the system will send your first email 1 day after bed delivery and the second 7 days after bid delivery (6 days after the first email). 
6. Add more emails by clicking Add Row.
7. Ensure the active/inactive toggle at the top is set to active to turn on this automation. 
8. Click Save.

Email Templates

The Emails & Texts section includes all the email templates that are automatically sent to customers throughout the different stages of a project. Be sure to tailor the text to fit your business. Please see our Email Content Examples Article for suggested verbiage. 

Edit Emails via Setup Wizard

1. Click the Setup button at the top left of the screen to open the Setup Wizard. 
2. Select the Email step.
3. Click on the title of the email you would like to edit, to expand the text box.  
4. Start typing or copy and paste existing language into the open text box. Use the tools to add personalization or update formatting.
   • Tags: Insert a Tag to pull in specific information unique to each job, such as customer name, address, salesperson, etc. Just click on the Tag button and select the type of information you want. 
5. Click the eyeball icon in the top left of the textbox to preview how your email will look in your customer's inbox.
6. All emails will be sent from the email addresses you have selected in your Company Profile Email & Text Settings by default, but this can be changed for some emails (appointment and bid emails only). Under the text box, switch the Send from Project Salesperson toggle. When the toggle is on, emails will show as sent from the salesperson's email address. When the toggle is off, emails will show as sent from the From Email you selected in your Email & Text Settings.
7. Click Save.

Edit Emails via Company Profile

Edit the emails that are sent to your customers during their project's lifespan.

1. Primary Users can find the Company Profile by clicking on the user icon in the upper right corner of the screen and selecting Company Profile. (To find the user icon on a tablet or mobile device, select the 3-line hamburger menu on the top right of your screen.) 
2. Select Emails & Texts on the left side of the screen.
3. Select the Templates at the top of the page
4. Click the email you want to edit by clicking on the row or picking edit from the 3 dot action menu. 
5. Update the subject line and use the Add Tag button to add your company name or property address to the subject line. 
6. Start typing or copy and paste existing language into the open text box. Use the tools to add personalization or update formatting.
   • Tags: Insert a Tag to pull in specific information unique to each job, such as customer name, address, salesperson, etc. Just click on the Tag button and select the type of information you want. 
7. Click the eyeball icon in the top left of the textbox to preview how your email will look in your customer's inbox. 
8. All emails will be sent from the email addresses you have selected in your Email & Text Settings by default, but this can be changed for some emails (appointment and bid emails only). Under the text box, switch the Send from Project Salesperson toggle. When the toggle is on, emails will show as sent from the salesperson's email address. When the toggle is off, emails will show as sent from the From Email you selected in your Emails & Text Settings. 
9. Click Save.

Email Template Types 

Below are the descriptions for each type of email. Emails are automatically sent at certain phases of the project when the Notification boxes are checked within the action. 

Leads & Customers

• New Lead: Sent when a new lead is added to the system.
• New Customer: Sent within a few minutes of a customer being added to the system when an appointment was not scheduled. If an appointment was scheduled, the system will send the appointment email instead.
• Customer Portal: Sent to provide customers access to their portal.

Sales Process

• Sales Appointment Scheduled: A confirmation-style email is sent within a few minutes of the sales appointment being added to the calendar.
• Sales Appointment Reminder: Sent to customers 24 hours before the scheduled date and time of the sales appointment.
• Customer Bid: Sent when a bid is finalized and contains the bid.
• Bid Accepted: A confirmation-style email is sent when a customer accepts the bid.
• Bid Rejected: A confirmation-style email is sent when a customer rejects their bid.

Installation

• Installation Appointment Scheduled: A confirmation-style email is sent within a few minutes of the installation appointment being added to the calendar.
• Installation Appointment Reminder: Sent to customers 24 hours before the scheduled date and time of the installation appointment.
• Installation Appointment Completed: Sent after the installation appointment is marked complete (if enabled in settings).

Billing & Payments

• Invoice: Sent the invoice PDF to a customer.
• Statement: Sent with a summary of outstanding balances.
• Invoice Paid: Sent when an invoice has been marked as paid.
• Payment Receipt: Sent to confirm a payment has been received.

Documents

• Warranties: Sent and includes the PDF warranty cover letter and any warranty certificates for the customer after a job is completed.

Follow-Ups

• Bid Follow-Up 1-5: Sent to homeowners on bids where the reminder setting is toggled on. The timing and frequency are determined based on the configured timing after a bid is sent.