In what sequence are the Customer Emails used to send the SO-related Emails?
Effective communication ensures that customers are informed and engaged throughout the sales process. In the XoroERP, various customer emails such as "Main Email," "CC Email," "Billing Email," and "Shipment Update Email" are utilized to keep customers informed about their orders, shipments, invoices, and other important updates. In this guide, we'll explore the sequence in which they're used to send SO-related emails.
Defining Customer Emails
In the Customer module, under the "Contact Info" section, you can define the customer emails. These emails will be used to update the customer regarding shipment releases, sending invoices, shipment updates, and more. These emails include:
Main Email
CC Email
Billing Email
Shipment Update Email
Additionally, you can define the "Bill To Address Email" and "Ship To Address Email" under the "Address Info" tab.
Default CC Email
A default CC Email can also be configured in the Email Template Configuration module to receive notifications related to various entities in Xoro, such as Sales Orders (SO), Purchase Orders (PO), Invoices, and more.
Priority and Flow of Customer Emails
The system uses a specific sequence to send emails to customers for different SO-related events, as mentioned below.
Ship Confirmation Email
The system determines the recipient of the Ship Confirmation email based on the following priority order:
1. Contact Email (Highest Priority)
If the “Use Contact Email” toggle is ON and the Shipment Notification Email field is empty, the email is sent to the Contact Email (the contact email is defined in the Contacts tab for the customer selected in a particular sales order).
If the “Use Contact Email” toggle is ON and the Shipment Notification Email field is also populated, the email is sent to both:
Contact Email
Shipment Notification Email
2. Shipment Notification Email
If the “Use Contact Email” toggle is OFF and the Shipment Notification Email field is populated, the email is sent to the Shipment Notification Email (second priority).
3. Ship To Address Email
If neither Contact Email nor Shipment Notification Email is available, the system sends the email to the Ship To Address Email.
4. Shipment Update Email
If none of the above emails are available, the system sends the email to the Shipment Update Email.
5. Main Customer Email
If the Shipment Update Email is not available, the email is sent to the Main Email of the customer.
**Template CC Email
Payment Links
1. Deposits
The system sends the Deposit email link in the following priority order:
1. Contact Email (Highest Priority)
If the “Use Contact Email” toggle is ON and the Payment Email field is empty, the email is sent to the Contact Email.
If the “Use Contact Email” toggle is ON and the Payment Email field is also populated, the email is sent to both:
Contact Email
Payment Notification Email
2. Payment Email
If the “Use Contact Email” toggle is OFF and the Payment Email field is populated, the email is sent to the Payment Email, giving it second priority.
3. Billing Email
If neither Contact Email nor Payment Email is available, the system sends the email to the Billing Email.
4. Main Customer Email
If the Billing Email is not available, the email is sent to the Main Email of the customer.
**Template CC Email
2. Invoice Payment Link
The system sends the Invoice Payment Link email in the following priority order:
1. Contact Email (Highest Priority)
If the “Use Contact Email” toggle is ON and the Payment Email field is empty, the email is sent to the Contact Email.
If the “Use Contact Email” toggle is ON and the Payment Email field is also populated, the email is sent to both:
Contact Email
Payment Email
2. Payment Email
If the “Use Contact Email” toggle is OFF and the Payment Email field is populated, the email is sent to the Payment Email, giving it second priority.
3. Billing Email
If neither Contact Email nor Payment Email is available, the system sends the email to the Billing Email.
4. Main Customer Email
If the Billing Email is not available, the email is sent to the Main Email of the customer.
**Template CC Email
Release SO Email
The system sends the Release Sales Order email in the following priority order:
1. Contact Email (Highest Priority)
If the “Use Contact Email” toggle is ON and the Order Processing Email field is empty, the email is sent to the Contact Email.
If the “Use Contact Email” toggle is ON and the Order Processing Email field is also populated, the email is sent to both:
Contact Email
Order Processing Email
2. Order Processing Email
If the “Use Contact Email” toggle is OFF and the Order Processing Email field is populated, the email is sent to the Order Processing Email, giving it second priority.
3. Main Customer Email
If neither Contact Email nor Order Processing Email is available, the system sends the email to the Main Email of the customer.
4. Customer CC Email
If configured, the Customer CC Email is included as an additional recipient.
B2B Orders
The system sends the New Sales Order notification email (B2B orders) in the following priority order:
1. Contact Email (Highest Priority)
If the “Use Contact Email” toggle is ON and the Order Processing Email field is empty, the email is sent to the Contact Email.
If the “Use Contact Email” toggle is ON and the Order Processing Email field is also populated, the email is sent to both:
Contact Email
Order Processing Email
2. Order Processing Email
If the “Use Contact Email” toggle is OFF and the Order Processing Email field is populated, the email is sent to the Order Processing Email, giving it second priority.
3. Main Customer Email
If neither Contact Email nor Order Processing Email is available, the system sends the email to the Main Email of the customer.
4. Customer CC Email
If configured, the Customer CC Email is included as an additional recipient.
**Selected Sales Rep
**Template CC Email
**Emails added in the "New B2B order - Additional notification emails" app config.
Overdue Invoice
The system sends the Overdue Invoice reminder email in the following priority order:
1. Contact Email (Highest Priority)
If the “Use Contact Email” toggle is ON and the Customer Reminder Email field is empty, the email is sent to the Contact Email.
If the “Use Contact Email” toggle is ON and the Customer Reminder Email field is also populated, the email is sent to both:
Contact Email
Customer Reminder Email
2. Customer Reminder Email
If the “Use Contact Email” toggle is OFF and the Customer Reminder Email field is populated, the email is sent to the Customer Reminder Email, giving it second priority.
3. Bill To Address Email (from the Invoice)
If neither Contact Email nor Customer Reminder Email is available, the system sends the email to the Bill To Address Email specified on the invoice.
4. Billing Email
If the Bill To Address Email is not available, the email is sent to the Billing Email.
5. Main Customer Email
If the Billing Email is not available, the email is sent to the Main Email of the customer.
6. Customer CC Email
If configured, the Customer CC Email is included as an additional recipient.
App Configuration – Overdue Invoice Reminders:
Location: Sales → App Configuration → Enable invoice overdue reminder emails
Description: When enabled, the system automatically sends overdue invoice reminder emails to customers based on:
Due / Overdue Invoice Reminder Time
Overdue Invoice Reminder Email Interval (in days)
This allows businesses to automate follow-ups for unpaid invoices.
Estimate
1. Approval Email
The system sends the Estimate Approval email in the following priority order:
1. Order Processing Email (Highest Priority)
The email address configured in the Customer → Emails tab → Order Processing Email field is used first.
2. Main Customer Email
If the Order Processing Email is not available, the email is sent to the Main Email of the customer.
**Template CC Email
2. Add to Email Queue
When an estimate is added to the email queue, the system sends the email in the following priority order:
1. Billing Email (Highest Priority)
The email address configured as the Billing Email for the customer is used first.
2. Main Customer Email
If the Billing Email is not available, the email is sent to the Main Email of the customer.
Payment Success Email
The system sends the Payment Success email in the following sequence:
Main Email
Emails added in the "Payment receipt notification - Additional emails" app config
Decline Payment Email
Main Email
Emails added in the "Credit Card Declined-Additional emails" app config
By following this defined sequence, the Xoro system ensures that all necessary SO-related emails are sent to the appropriate customer email addresses, maintaining efficient and accurate communication.
Last updated
Was this helpful?