When you are ready to send a proposal to your customer for their feedback and approval, iPoint makes it easy to send a PDF of your proposal directly to your customer with a single button click. And to simplify things even further, you can pre-write your email templates so that all you have to do is hit the send button on your email program.

Emails from iPoint are comprised of two elements, the standard email text (also known as the body of the email) and the HTML email (or the graphical elements). Your customers’ email programs will determine what they see. If their email program is set up to view “text only” emails they will only see the information entered on the Standard Email tab as described below. But if their email settings allow for HTML emails information from both tabs is used to generate the email. Both email elements are sent to recipients and their email programs will determine which information to display.

Default Proposal Email SettingsDefault Proposal Email Settings

Standard Email

Using the Proposal Email Message field, type a default email message to your customer. Enter Merge fields by clicking the appropriate field on the right. iPoint will insert the field wherever your cursor is in the text field.

When the Email button is selected on the Client Proposal Options, iPoint will fill the default text into your email, address the email to your customer, and attach a PDF copy of your proposal.

The same process holds true for sending your client Change Orders. Customize the default emails for change order approval by entering text in the Change Order Email Message field. Again, you can utilize merge fields.

Merge Fields descriptions

  • { Customer First Name } – the first name of the customer listed in the email. (e.g. Mickey)
  • { Customer Last Name } – the last name of the customer listed in the email. (e.g. Mouse)
  • { Customer Full Name } – the full name of the customer listed in the email. (e.g. Mickey Mouse)
  • { Customer/Job Name } – the customer’s name plus the name of the job. (e.g. Mickey Mouse/Magic Kingdom)
  • { User Name } – the name of the user logged into iPoint when the email is sent.
  • { User Signature } – the email signature of the user who is logged in and sending the email. Taken from Settings > Users > Email > Signature

Default Proposal HTML settingsDefault Proposal HTML settings

HTML Email

Use Marketing/WO SMTP Settings for ESig/CCP Requests (instead of notifications@ipointsolutions.net)

iPoint makes it easy to send graphic based emails using our HTML editor. The graphically generated email has two header text fields. Enter the text you want to appear in the Left or Right text fields, using the Merge Text fields available from the dropdown list on each side to customize the text to your customers’ information.

Use the CC and BCC checkboxes to include emails sent to specific internal staff members. Enter the email addresses in the CC and BCC fields. To include multiple email addresses, separate each with a comma. (e.g. george@avhouse.net, bill@avhouse.net).

Note: Because HTML emails are sent from a central iPoint server, there are some unique settings to be aware of.

  1. Using the Merge Text { User Name } as your employees’ user accounts are not stored on our servers. To identify yourself, use the { Sales Rep Name } instead.
  2. You will need to insert your own Reply to Name and Reply to Email. By default, we set the “Reply To” address to Sales Rep 1’s email address. If you prefer replies to go to a different address, set it here.
Last modified: 7 Apr 2020

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