Step by step
- Open Administration › Settings › Documents & emails.
- Under Automatic emails tick or untick each email (listed below).
- Press Save email settings.
The emails
Tell the customer's contact when the engineer is on the way, has arrived and has finished: sent when the job moves to travelling, on site and completed. The "on the way" email gives the expected arrival time when the visit is planned within 4 hours; the "finished" email includes the work done. Off until you tick it.
Email the office every morning when printers need attention: once a day to owners, admins and dispatchers (and the office copy address) listing agents that have been silent for 24 hours, printers not read for 3 days, toner and other supplies, and errors open for more than a day. On by default.
Remind customers of unpaid invoices 7, 14 and 30 days after the due date: to the customer's billing email, while the invoice is not fully paid. Off until you tick it.
Remind customers of quotes waiting for an answer 7 and 14 days after sending: with a link to view and accept the quote online, while the quote is still valid. Off until you tick it.
Good to know
Reminders that were due while the setting was off are not sent late; only the next step is sent.
Daily emails go out in the early morning, UK time.
On the printer monitoring plan only the morning printer alert is shown.
Questions
Will a customer get three reminders for the same invoice in one day?
No. Each step (7, 14, 30 days) is sent once, and only the latest step due.
The customer has no billing email.
Then no invoice reminder is sent. Add a billing email on the customer's page.
Is the job sheet sent automatically?
The signed job sheet is sent when the engineer finishes; the "finished" email says it follows separately.
Works together with
- Documents & emails: replies, office copy and footerWhere customer replies go, which address gets a copy of every job sheet, the footer of every email, and which automatic emails SubClik sends.
- Check which automatic emails were sentA list of the last 25 automatic emails with date, subject, recipient and whether each one was sent, is waiting or failed.
- Printers & agents: printer monitoringPrinters & agents is where you connect your customers' printers to SubClik. A small Agent on one PC (or a SubClik Box) at the customer finds every printer and sends meters, toner, error codes and jams here every day.
- InvoicesCreate invoices from finished jobs or from scratch, issue them with your numbering, send the PDF or send them to Xero, record payments and correct mistakes with credit notes.
- QuotesPrice work before you do it. The customer accepts or declines by a link, or you record their answer. An accepted quote raises the approved amount on its job.
- A job on the phone, from accept to sign-offEverything for one visit on one screen: the big button for the next step (accept, on my way, start work, finish), the fault, contact, directions, photos, mileage, notes and machine history.