What it is
Automatic sending of alert emails when key events happen in the sales flow: a quote is accepted, a work order is finished, a delivery note is delivered.
The whole Notification module requires the FULL plan.
What it is for
- Alert your team by email the moment a customer accepts a quote.
- Alert them when a work order is finished (all steps completed).
- Alert them when a delivery note is delivered to the customer.
- Receive the cash close every day at the end of the working day, with everything taken (FULL plan only).
- Decide who receives those alerts (one or several email addresses).
How to use it
The settings open as a window (modal). Inside it:
- In the field "Listado correo a enviar separado por ',':" type the addresses that should receive the alerts, separated by commas. E.g.
admin@empresa.com, jefe@empresa.com. - Set to Enabled the alerts you want to receive (quote accepted, work order finished, delivery note delivered) and leave the rest on Disabled.
- If you want the daily cash close, go to Cash register shift (
/caja) → Cash register settings → Daily summary by email, set the toggle Send the cash close by email to Send every working day, choose in End of day time the time you close (20:00 by default) and in Working days the days you work (Monday to Friday by default). - Click Save to keep the changes. If you do not want to save, click Close.
If one day you want the close before that time (or want to repeat it), go to Settings → Special Function and run "Send today's cash close": it sends the summary straight away, without waiting for the end of the day and regardless of the days you configured.
Options
| Field | Type | What it is for |
|---|---|---|
| Listado correo a enviar separado por ',': | Text (comma separated) | Who the notifications are sent to. E.g. admin@empresa.com, jefe@empresa.com. |
| Activar notificación vía correo cuando se acepta un presupuesto: | Toggle | Sends an email when a customer accepts a quote. |
| Activar notificación vía correo cuando se finaliza un orden de trabajo: | Toggle | Sends an email when a work order is completed. |
| Activar notificación vía correo cuando se entrega un albarán: | Toggle | Sends an email when a delivery note is delivered to the customer. |
Watch out: the daily cash close by email is NOT set up here. It lives on the Cash register shift screen (/caja), inside the Cash register settings modal, section Daily summary by email. See below.
Daily cash close by email — set up in the cash register, not here
You get there from the menu Sales → Cash register shift, the settings button on the screen, modal
Cash register settings, section Daily summary by email.
| Field (text on screen) | Type | What it is for |
|---|---|---|
| Send the cash close by email | Do not send / Send every working day | Turns on automatic sending of the summary of everything taken during the day. |
| End of day time | Time picker | The time you close the day; the email goes out at that time. |
| Working days | Selector | The days you work. The close is only sent on those days. |
| Destination email | Text | Who the close is sent to. Without a destination email no close is sent, even if it is enabled — the screen itself warns you. |
This close has its own destination email: it does not use the Listado correo a enviar separado por ',' from
this Notification screen.
Buttons and actions — what each one is for
Literal text exactly as it appears in the settings window. The toggles have two states: Enabled and Disabled.
| Button / Control (text on screen) | What it is for |
|---|---|
| Listado correo a enviar separado por ',': | Text field where you type the list of email addresses, separated by commas, that will receive the notifications for the events you have enabled. |
| Activar notificación vía correo cuando se acepta un presupuesto: | Toggle. Enabled = an email is sent when a customer accepts a quote. Disabled = that alert is not sent. |
| Activar notificación vía correo cuando se finaliza un orden de trabajo: | Toggle. Enabled = an email is sent when a work order is completed. Disabled = that alert is not sent. |
| Activar notificación vía correo cuando se entrega un albarán: | Toggle. Enabled = an email is sent when a delivery note is delivered to the customer. Disabled = that alert is not sent. |
| Save | Saves the settings changes (the email addresses and the toggles set to Enabled/Disabled). |
| Close | Closes the settings window without saving the changes. |
Key concepts
- Email notification: an alert the system sends by email at a key moment in the flow (quote accepted, work order finished, delivery note delivered). These are internal alerts, for your team, not for the customer.
- Quote: the initial pricing document a customer accepts in order to go ahead with the work order.
- Work order: the project or task created once a quote has been accepted.
- Delivery note: the delivery/dispatch document that goes with the products or services to the customer.
- Enabled / Disabled: the two states of each toggle. On Enabled the corresponding alert is sent; on Disabled it is not.
- Comma separated email list: a way of entering several recipients in a single field, typing the addresses one after another separated by commas.
- Cash close: a summary of everything taken during a working day, grouped by payment method (cash, card, transfer…) and by payment type, with the amount and the number of transactions for each group, plus the total for the day. It arrives by email at the time you set. It is informational: it does not block anything and does not require you to confirm a cash count.
- End of day: the time at which you consider the working day closed. You choose it in End of day time and it is the moment the cash close is sent.
- Working days: the days of the week you work. The cash close is only sent on those days. You choose it in Working days from Monday to Friday, Monday to Saturday and Every day.
- Payment method: how the money was taken (cash, card, transfer…). It is set up in Settings → Payment method.
- Payment type: the classification you give the movement (payment, advance, refund…). It is set up in Settings → Payment type.
- Transactions: the number of payments recorded. In the cash close it appears in brackets next to the amount of each group and as the total for the day.
Requirements
- Having the Mail server set up. Without a working SMTP the notifications do not go out.
- FULL plan.
Permissions
- Requires
auto_edit.
Frequently asked questions
Q: How do I choose who receives the email alerts?
A: In the field "Listado correo a enviar separado por ',':" type the addresses, separated by commas. E.g. admin@empresa.com, jefe@empresa.com, comercial@empresa.com. Then click Save.
Q: What is the "Save" button for?
A: It saves the changes you made to the settings: the email addresses in the list and the toggles you left on Enabled or Disabled. If you do not click Save, the changes are not kept.
Q: What is the "Close" button for?
A: It closes the settings window without saving. Use it if you opened the window but do not want to keep any changes.
Q: How do I turn on the alert for when a customer accepts a quote?
A: Set the toggle "Activar notificación vía correo cuando se acepta un presupuesto:" to Enabled and click Save. From then on, every time a customer accepts a quote an email is sent to the addresses in the list.
Q: What happens if I leave a toggle on "Disabled"?
A: That particular alert is not sent. Each event (quote accepted, work order finished, delivery note delivered) has its own toggle, so you can enable some and leave others on Disabled.
Q: Can I add several recipients?
A: Yes. In the field "Listado correo a enviar separado por ',':" separate the emails with commas: admin@empresa.com, jefe@empresa.com, comercial@empresa.com.
Q: What is a "delivery note" and when does its alert arrive?
A: The delivery note is the delivery document that goes with the products or services to the customer. If you have the toggle "Activar notificación vía correo cuando se entrega un albarán:" on Enabled, an email is sent when the delivery note is delivered.
Q: I enabled the notifications but no email arrives.
A: Check the Mail server: it must be on Status: Active with correct SMTP settings. Click Test email there to confirm. Also check that the email field is not empty and that the toggle for the event is on Enabled.
Q: Does the customer receive the email as well?
A: No. These notifications are internal (for your team). To send something to the customer, use the Email templates attached to each document.
Q: How do I customise the content of the notification email?
A: The body and the colours are set up in the Mail server (visual customisation section). The notifications follow that template.
Q: How do I turn on the daily cash close?
A: You need the FULL plan. Go to Cash register shift (/caja) → Cash register settings → Daily summary by email, set the toggle Send the cash close by email to Send every working day, choose the time in End of day time (20:00 by default) and click Save. Enter the Destination email as well: without it nothing is sent, even if it is enabled.
Q: Is there a button to close the till?
A: There is no cash close to "confirm" and no cash count to reconcile: payments are recorded during the day and at the time you set you receive the summary by email automatically. What you do have is a manual send: in Settings → Special Function, the action "Send today's cash close" sends the summary straight away, without waiting for the end of the working day.
Q: How do I send the cash close right now, without waiting?
A: Go to Settings → Special Function and run "Send today's cash close". It asks you to confirm and sends the summary of today's payments to the Destination email set up in the cash register. It works on any day, even if it is not one of the configured Working days, and also if there are no payments today (in that case the email says so).
Q: Can I receive the close only from Monday to Friday?
A: Yes, that is the default. In Working days choose Monday to Friday. If you open on Saturdays, set Monday to Saturday; if you work every day, Every day.
Q: I get the cash close at the weekend and I do not work those days.
A: Change Working days to Monday to Friday (or Monday to Saturday) and click Save. On the days left out the close is not sent, even if some payment was recorded that day.
Q: What information does the cash close contain?
A: That day's payments grouped by payment method and payment type — for example "Cash · Payment: €320.00 (5)", where the number in brackets is the transactions — and at the end the Total for the day with the total number of transactions.
Q: What time does the cash close arrive?
A: At the time you chose in End of day time (from 00:00 to 23:00, 20:00 by default). It is sent on the hour.
Q: Today's cash close has not arrived.
A: Two normal reasons: today is not one of the configured "Working days" (by default only Monday to Friday), or no payment was recorded that day (blank closes are not sent). If there were payments and it was a working day, check that the toggle is on Enabled, that the email field is not empty, that the End of day time is correct and that the Mail server is on Status: Active. To force the send now, use "Send today's cash close" in Settings → Special Function.
Q: Who receives the cash close?
A: The same addresses in the field "Listado correo a enviar separado por ',':" used by the rest of the alerts. It does not have its own recipients.
Q: Why can I not see the cash close option?
A: It is a FULL plan feature. On a lower plan you see it marked with the required plan label but you cannot enable it; to use it you have to upgrade plan.
Q: The cash close does not match the payments I recorded.
A: The close groups by the date assigned to each payment, not by the day you recorded it. If today you record a payment dated yesterday, it goes into yesterday's close, not today's. Check the date of the payments on the Payments and Collections screen.