Outgoing mail to buyers

What is drafted, and when

Every draft waits under Post sales › Outgoing mail (also under ERP for finance). Post-sales and finance users review and approve; there is no second signature, and the figures in a draft cannot be edited.

• Welcome letter with the welcome PDF: when a booking is approved (the client needs an email), or on Draft welcome letter again from the booking.
• Demand note with the invoice PDF: when a demand letter is issued, by hand, at approval or by a construction stage.
• Interest invoice with the invoice PDF: when a late-fee invoice is raised.
• Construction update: to every booked buyer in the project when an update is posted.
• Receipt with the statement PDF: when accounts verifies a receipt.

Reviewing and sending

1. Open Outgoing mail. The cards count To review, Queued, Sent and Failed; the tabs filter the list and All projects narrows it to one project.
2. Click a mail. The right pane shows From, Reply-To, To, Project, Drafted and the attachments, and renders the message as the buyer will see it.
3. Click Approve & send, or Discard if it should not go. Approve & send all N shown sends every draft in the current list.
4. Approved mail is Queued, then Sent; a mail that failed three times shows as Failed with the problem, and Retry queues it again.

Sender, reply address and settings

• Mail goes out from "<customer-care name> <BMexa's verified address>", with Reply-To set to the project's customer-care email. If none is set, the preview says "not set — add a customer-care email on the project".
• Set it per project with the Customer mail row action on Projects: customer-care name, email and phone, website, "About the project", the Customer care team and Loan assistance contacts, Signed by, designation and office address. Send a test mails you a sample.
• Up to 20 approved mails go at once; the rest follow within half a minute. If the company's monthly email allowance is used up, mail stays queued until it renews.