Sent Email History & BCCs
HirePOS keeps a record of when invoices and sales records have been sent. For example:
- On the invoice screen, toward the lower left corner, under the Comments section, there is a History button that reveals invoice history, including any instances where it has been sent.
- On the customer sales screen (Sales > Sales), the work 'Sent' appears next to invoices that have been sent
- The Sales > Email/Review Invoices screen is able to determine if an invoice has already been sent
- The Payments > Payments Outstanding > Send Overdue Reminders tool lists the date the invoice was last sent
- There is also a Timeline button in the CRM tab in the Sales > Sales page that shows the whole timeline for the customer.
- There are many more instances across the software.
However, it is often desirable to be able to see a full copy an email that has been sent out of HirePOS. Options for this are discussed below.
Recording a full copy of all emails sent out of HirePOS
There are two optional steps HirePOS users can take to ensure a full email history is recorded.
Setup BCCs on your HirePOS Email Templates
The best, easiest, and most common approach is to set a BCC (Blind Carbon Copy).
A BCC is not visible to the main recipient. In other words, your customers will not be able to tell that you are copying the email to yourself, but in your copy of the email, you will be able to see all other recipients, including those on CC.
To set up BCCs:
- Navigate to Setup > Preferences > Email Templates and Settings
- Place the email address that you would like a copy of all outbound emails to be sent to in the BCC field
- Press Save Settings
An alternative for SMTP accounts
If you have setup HirePOS to send email through your own mail server using SMTP, you will likely find that all mail sent from HirePOS is appearing in your "sent items" in your normal email software. There are quite a few settings at your mail server that can interfere with this however, so be sure to check that this is the case before relying on it.