Email

Send emails from records like invoices, estimates, jobs, purchase orders, and sales orders.

Overview

The email feature lets you send emails directly from Forz records. When you email an invoice, estimate, job, purchase order, or sales order, Forz composes the message using the associated email template, attaches a link to the customer-facing portal page, and delivers it through your configured email provider. Each sent email is tracked with delivery status updates via SendGrid webhooks.

Before You Begin

Prerequisites:

  1. You have permission to view the record you want to email (e.g., Invoices: View).

  2. At least one email sender is configured and verified (Settings > Email Senders).

  3. The customer or vendor has a valid email address on their record- Email templates are configured for the record type (Settings > Email Templates).

Sending an Email from a Record

  1. Open the record you want to email (e.g., an invoice, estimate, or job).

  2. Click the Email button.

  3. Review the pre-filled fields:

    • From — your email address (from your user profile).

    • To — the customer's email address (or the vendor's email for purchase orders).

    • CC — add additional recipients (optional).

    • Subject — pre-filled from the email template with the record number and company name.

    • Content — pre-filled from the email template with record-specific details.

  4. Edit any fields as needed.

  5. Click Send.

Expected result: Forz sends the email, creates a note on the record (e.g., "Invoice emailed to customer@example.com"), and updates the record status from "Draft" to "Sent" for invoices, estimates, purchase orders, and sales orders.

Note: The To field is auto-populated from the customer's email address. For purchase orders, it uses the vendor's email address. The email list from the customer record provides additional recipient suggestions.

What Happens After Sending

When you send an email from a record, Forz automatically:

  • Delivers the email through the configured email provider (SendGrid or Postmark).

  • Tracks the message ID for delivery status monitoring.

  • Updates the record status — Draft records move to "Sent" status (applies to invoices, estimates, purchase orders, and sales orders).

  • Creates an activity note on the record documenting the email was sent, including the recipient.

  • Generates a portal link — the email includes a link to the customer-facing portal page for the record.

Warning: Emails require valid recipient addresses. The To field validates email format before sending. The CC field also validates any addresses entered. Invalid addresses prevent the email from being sent.

Email Senders

Email senders define the verified sending addresses and domains for your account. Each sender can be assigned a purpose to route emails through the correct address.

Sender purposes

Purpose

Used For

General

Default sender for all communications

Billing

Invoices, estimates, jobs, purchase orders

Support

Conversation replies from inbox

Notifications

Workflows, alerts, and portal emails

Sender Verification

Each email sender requires verification before it can send emails:

  • Email confirmed — the sender email address is confirmed.

  • DKIM verified — domain authentication is configured.

  • Return path verified — bounce handling is set up.

Tip: Configure at least one fully verified sender with the "Billing" purpose to ensure invoices and estimates send from a professional address (e.g., billing@yourcompany.com).

Common Scenarios

Sending an invoice to a commercial plumbing customer

A dispatcher opens Invoice #INV-2048 for Riverside Office Park, clicks Email, verifies the pre-filled recipient (accounts@riversidepark.com), and clicks Send. The invoice status changes from "Draft" to "Sent," and the customer receives an email with a link to view and pay the invoice online.

Emailing an estimate for an electrical panel upgrade

After creating Estimate #EST-0319 for a residential electrical panel upgrade, the electrician emails it to the homeowner. The email template includes the estimate number, total amount, and a link to approve or decline online. The dispatcher adds the homeowner's spouse in the CC field so both decision-makers receive the estimate.

Sending a purchase order to a parts vendor

A dispatcher emails Purchase Order #PO-0087 to the HVAC parts supplier. Because it is a purchase order, the To field is populated with the vendor's email address instead of a customer's. The PO status moves from "Draft" to "Sent."

Troubleshooting

Problem

Solution

"The email button is not available on this record"

Verify the record type supports email (invoices, estimates, jobs, purchase orders, sales orders). Other record types do not have email built in.

"Invalid email(s) error when sending"

The To or CC field contains an invalid email format. Correct the address and try again. Check the customer or vendor record for typos in the email field.

"Email was sent but the customer didn't receive it"

Check Settings > Email Senders to confirm the sender is fully verified (DKIM, return path, email confirmed). Unverified senders may have emails blocked by recipient mail servers. Ask the customer to check their spam folder.