When the need arises to email an Estimate or a Job, the functionality is very similar for both parts of the Service Fusion workflow. The difference that will be noticed immediately is that a Job will only have the option to email out, but an Estimate will have the option to text and email!
Estimates will have a button that read "Send" with a drop down carrot to the right. If a user just selects the button without accessing the drop down, the system will use email as the default communication function:
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Jobs are not able to be texted out to customers or field workers, so the button just reads as "Email":
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Invoices look very similar to Estimates when choosing to email them out. Invoices also have the option to be sent via text and will carry the same look as choosing to email from an Estimate:
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Whether selecting to communicate from an Estimate or a Job, the resulting dialogue box will be the same! This overlay will be used to fine-tune the email sent out to your customers or field workers as needed. By default, the system will utilize the Default Email Address outlined in your Outbound Email Settings in the "From" field, however, this can be changed by selecting the drop down and choosing a different email address! On this same line is a "BCC Me" checkbox. This will not BCC the email address in the "From" field, rather it will BCC the user currently logged in and sending the email.
The next row down is the "To" field. By default the system will utilize the email address listed for the customer on the Estimate or Job. However! If needed, this can be changed by selecting the "Other Contacts" drop down to the right of the "To" field. This menu will populate with all email addresses found on the Customer Account, as well as the email addresses for any technicians assigned to the Estimate or Job. You can also free-type an email address to send these to if needed!
Following the "To" field is the "Template" field. This field will populate the subject and body of the email that is being sent. A preview of the template chosen will show in the fields below this section. By default, the system will utilize the default template chosen in the Job/WO Email section of Communication Templates. A template must be chosen in order for the system to successfully send out the correspondence, however, once a template is chosen you can free-hand any updates deemed necessary in the subject or body. Please Note: Any changes made to the template from this dialogue box will not be permanently saved to the template. These will be a one time only update.
To the right of this dialogue box are the options to add attachments. If you have the Custom Documents add-on, you can choose which template you'd like to use under the Attach as PDF option (The system will automatically use the Custom Document set as Default), you can choose to attach an Excel copy of the Estimate or Job, and you can modify the Rate Table (if included in the body of your email via Communication Templates) using the toggle switches. To attach images and documents saved to the Estimate or Job, select the "Pics" or "Docs" headers to be presented with a list to select which pictures and documents to send along as attachments to the email! Please Note: Only images and documents saved to the job can be sent here, regardless what is saved to the Customer Account.
The Email Invoice dialogue box looks exactly the same as the Estimate and Job overlays, with all of the same functionality, with one difference. Below the "Subject" line and above the email body is the option to allow for a partial payment using the Pay Invoice Online Link!
Checking this box will allow for a drop down to be interacted with that allows for the Payment Link to have an option to pay a certain percentage of the invoice total, or a flat rate amount. Once the customer receives the email and opens the invoice using the Pay Online Link, they will have the option to pay the partial amount indicated here, or the full amount.