Every email carries your logo or business name, your brand color, your phone number and a button to the customer's own page.
Emails customers get
| When it is sent | |
|---|---|
| Request received | Right after they book on your website, if Email customers: booking confirmation, reminder the day before, updates is on. |
| Visit booked | When you book a visit with Email the customer the visit time ticked. Includes a calendar file. |
| See you tomorrow | The day before each visit, from 4 PM your site's time. Includes a calendar file. |
| On the way | When the technician taps On my way. Shows their first name, photo and about when they arrive. |
| Your part is delayed | When a part is marked Back-ordered with Email the customer about the delay ticked. |
| Your parts are in | When the last part arrives and Email the customer that the parts are here is ticked. |
| Your estimate is ready | When you click Save and email on an estimate. |
| Thanks for approving | When the customer approves an estimate, online or on site. A copy of every line and the total. |
| Your invoice | When you click Save and email on an invoice. |
| Overdue invoice | The invoice email again, once a week while it is overdue, if Remind customers about overdue invoices once a week is on. |
| Payment received | After a card payment through Stripe. |
| How did we do? | A review request, a set number of days after the job is paid. |
Emails you get
- New repair request. Every booking from your website, with the customer, appliance and problem.
- Estimate approved. When a customer approves an estimate online.
They go to Send office alerts to in Settings then Emails and reviews.
Day-before reminders
Reminders go out from 4 PM for visits booked for tomorrow. Each visit is reminded once. Jobs that are cancelled or paid are skipped.
Reminders go out while that same setting is on.
On a very quiet website, a reminder can go out a little later than 4 PM.
Review requests
- Paste your Google review link into Google review link.
- Set Ask for a review (days after payment, 0 = never). The default is 2 days.
Every paid customer gets the same request. Google does not allow asking only happy customers. You can also send it by hand with Ask for review in the job's Next step box.
Who the email is from
The sender name is your business name, never "WordPress". If your business email is on your website's domain, it is also the sender address. Otherwise emails come from noreply@ your domain, and replies still go to your business email. Each email has a plain-text copy, which helps it get past spam filters.
Check that email works
- Click Check that emails reach customers on the dashboard's Finish setting up card. If the card is gone, add
#/setup?step=4to the end of the dashboard address. - Click Send me a test email and check your inbox and spam folder.
When your website can't send mail
Many web hosts block email from websites, or it lands in spam. If an email fails, the dashboard shows a red warning: Emails are not going out. It shows when the last one failed and its subject.
To fix it:
- In WordPress, go to Plugins then Add New Plugin.
- Search for WP Mail SMTP and install it. Other SMTP plugins work too, because PartsDue sends through WordPress's normal mail.
- Follow its setup to connect your business email, such as Google Workspace, Microsoft 365 or your host's mail.
- Send a test email from PartsDue.
- Click Fixed it on the dashboard warning.
A successful test email also clears the warning.
Customers with no email
Email is required on the booking form. For phone bookings it is optional. If a customer has no email, PartsDue can't send them anything. Save and email will tell you to copy the link and send it yourself, and On my way will tell the technician to call instead.