1. CORE Help Center
  2. Getting Started
  3. CORE Settings
  4. Settings
  5. Company

Email Settings

Updated

Overview

The Email Settings screen in CORE allows you to configure default options for all outgoing emails sent from CORE, including invoices, reports, and payment receipts. You can define a default email provider (such as BQE or Outlook), set reply-to addresses, and customize message templates for various document types. Administrators also have the option to allow individual users to override these defaults and use their own email services, particularly for CRM-related communication.

Field Descriptions

How To

Set Up Emails in CORE

Email Payment Receipts 

Field Descriptions

 

Company > Email Settings >
Allow User Settings to override these email settings By default, email settings specified here override the ones in the User Settings. If these settings are blank here, only then the User Settings are used. However, you can reverse that and ask CORE to override the settings by the user settings.
Automatically zip multiple attachments If you have multiple attachments in an email, CORE allows you to compress those into a single Zip file. This does not apply to invoice PDFs, payment receipts and reports. If you un-check this option, CORE sends the attachments separately as individual files. The maximum size of the Zip file should be 15MB total.
Copy client when sending emails to client contact You can choose to send a copy of the emails to the client in case you have opted to send the project invoices to the client contact (billing contact set at the project level). By default, this option is turned off.
Allow employees to use their own email service to send out emails This option allows your CORE employees to use their own email service, such as Office 365 Outlook, to send emails from CORE CRM instead of the default email system. If turned on here, your employees can set their option at the individual Office 365 integration level under its sync settings and use it for outgoing email. This option is displayed to only CORE Admin users with CRM subscription.
Outgoing Email CORE Admin users can connect the company's Microsoft Outlook 365 account to CORE and designate it as the preferred or default email service for outbound invoice emails. When the connection is established with the new email provider, any emails associated with your invoices are sent through the Outlook account. If needed, you can disconnect and switch back to the default provider.
User Information: User Name Your first and last name, say Allen Marcello. This is provided to the recipient for identification purposes.
Reply To This is your email address to be used for sending and receiving emails. For example, allen@gmail.com or allen@bqe.com.
CC Mail To BCC Mail To

Optionally, you can enter the email address of a person here to whom you want to send a copy of all your outgoing emails. You can enter your own email ID or your manager’s. When you email an invoice or report to someone, the CC field is auto populated with this address.

Similarly, you can enter the email address of a person in the BCC field to whom you want to send a blind copy of your emails. The other recipients are not aware of this email ID as it remains hidden.
Invoices/Statements/ Reports/Purchase Orders/Payment Receipts: Add Smart Field

Smart fields are placeholder fields (variables) that allow CORE to auto-fill them with IDs or values when emailing your invoices, statements, reports, POs or receipts. You can add multiple smart fields to the subject, file name and default message of your emails.

Example: You can add {ClientID}{ProjectID}{Invoice_Number} to the Subject field of invoices. CORE auto-fills it with the relevant client, project and invoice number when composing the email. E.g., COTTorrance Airport:1222 where COT is the client ID (City of Torrance) and Torrance Airport is the project ID and 1222 is the current invoice number.

Adding smart fields gives you the flexibility to customize the subject, file name and standard messages of your emails with actual names and IDs. This results in personalization of communication. These settings can be overridden at the user level.

If your firm uses a root-and-phases project structure, you can include the root project name and ID directly in your invoice email subject lines, file names, and default messages.

  • {RootProjectName}: Inserts the name of the root (top-level) project associated with the invoice. Useful when invoices are generated at a phase level and you want the root project name to appear in the email.
  • {RootProjectID}: Inserts the ID of the root project associated with the invoice. Ensures consistency with the existing {ProjectID} and {ParentProjectID} pattern for firms that include project IDs in their email subjects.

 

Set Up Emails in CORE

CORE allows you to set up default emails with predefined subject, file names and messages for your invoices, statements, reports, purchase orders and payment receipts. It uses the AWS SMTP server to send out all emails, but you can change the email provider, if needed. You can specify email settings for the entire company from the Settings screen; User Settings will be used only if Settings are blank or you have checked the override option in there. A system or IT administrator should configure your email settings. 

To set up your emails in CORE, watch this video or follow these steps:

  1. Open the Company screen from the side menu > Settings.  

    Email Settings.png
     
  2. Go to the Email Settings panel on the left and select the default settings for all the outgoing email from CORE. Check Field Descriptions above for details.
  3. Select a service provider for sending invoice-related emails to your clients. By default, invoices are emailed via the BQE server, but you can choose Outlook to ensure that emails are sent from your Outlook account using your company email address.
  4. When you click Connect to Outlook, CORE connects with your Microsoft account and prompts you to sign in. Enter your password and click Sign in. When the information is verified, you will see a permission screen asking for your consent. After you accept the permissions, the connection is established allowing you to use Outlook for sending invoices. 

    Outlook 365 Email.jpg
  5. Next, enter the User Information. Check Field Descriptions above for details.
    • User Name
    • Reply To
    • CC/BCC Mail To
  6. You can set up a default Subject and Message for emailing all your invoices, statements, reports, purchase orders, and payment receipts. If you want, you can add smart fields to them so that CORE can auto-fill them with specific IDs on emailing.
  7. Click Save. 

You can also check the detailed video on emailing in CORE.

Email Payment Receipts

As a business professional, you might want to send a Thank You note to your clients along with a payment receipt. CORE not only allows you to do that but also automates this process. It is smart enough to email the payment receipts to your clients automatically with your custom message. You can do this at the global level as well as the user level.

To set up automatic payment receipts, watch this video or follow these steps:

  1. Open the Company screen from the side menu > Settings.

    company email payment receipts.png
     
  2. Go to the Email Settings panel on the left.
  3. After entering your User Information, click the Payment Receipts tab.
  4. Enter the default Subject and Message for your payment receipts. If you want, you can add smart fields to it so that CORE can auto-fill them with IDs on emailing.
  5. If you want the payment receipts set up in User Settings (if any) to take precedence over these global ones, check the option Allow User Settings to override these email settings at the top. Check Field Descriptions above for details.
  6. Click Save.

Note: Make sure to check the option Email payment receipts to the clients on the Settings > Billing & Invoices screen.

Related articles