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Email

Stop downloading quotes to email them from another app

Send quotes, orders, and invoices from their own screen with the mailbox you connected. The recipient and subject come from the customer and document number, the PDF is attached, and the sent email stays on the record's timeline.

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Runs in your browser. In the cloud or on your own server, it's the same IWB.

01

Read customer correspondence on the contact record

You don't have to open a shared mailbox to see its correspondence with a customer. When the sender or a recipient matches the email of a contact or one of its people, the message is linked to that contact. Incoming and outgoing emails show up together on the contact's timeline.

  • Use the Emails chip on the timeline to see only correspondence
  • Email you send from a quote, order, or invoice also stays on that document's timeline
  • Click an email to open the whole conversation
  • On the timeline, email from a personal mailbox is visible only to its owner

02

Customer emails don't leave when an employee does

Correspondence with customers isn't lost when someone leaves the company. Connect addresses like info@, sales@, or accounting@ as shared mailboxes, and authorized team members can read them and send from them. Only the owner can see a personal mailbox, and admin permissions don't change that.

  • Only shared mailboxes can be chosen for company email
  • If the person who connected a mailbox leaves, email settings tell you to reconnect it
  • When an employee is deactivated, their personal mailbox is disconnected and its stored sign-in details are deleted
  • Read status on a shared mailbox is the same for everyone who sees it

03

Did the e-Archive invoice email go out? See it without asking

Whether the email for an issued e-Archive invoice went out is right there on screen. For each kind of email, such as e-Archive invoices, service quotes, and support notifications, you choose which shared mailbox it goes out from. The Outbox shows whether each email is queued, sent, or failed.

  • If no shared mailbox is connected, email goes out through IWB's mail service
  • Email sent through IWB's mail service also shows delivered and bounced status
  • Resend a failed email from its details, or cancel one that is still queued
  • Password resets and invitations always go out through IWB's mail service

04Details

Handle email without leaving IWB

  • Search

    Search subjects, previews, senders, and recipient addresses. The Unread toggle leaves only unread conversations.

  • Reply and forward

    Reply, Reply all, and Forward open with the previous message quoted, and Forward keeps its attachments. Press ⌘+Enter or Ctrl+Enter to send.

  • Task from email

    "Create task" opens the task form with the email's subject and text. Once the task is saved, the email is linked to it.

  • Templates

    Save the subject and body of emails you send often as templates, then pick one with "Fill from a template" as you write.

  • Recipient suggestions

    As you type an address, IWB suggests contacts and their contact people, users, and people you've emailed. Suggestions follow what you're allowed to see.

  • Read status

    Email you read in IWB also shows as read in Gmail, Outlook, or your IMAP mailbox.

  • Older email

    Older email in a mailbox you connect downloads in the background. You can limit the history to the last 3 months, 6 months, 1 year, or 2 years.

  • Attachments

    Attach up to 20 files to an email: 20 MB per file and 25 MB in total.

05In modules

Where it helps most

06Related features

Tools that work alongside it

All features

07

Frequently asked questions

Which email accounts can I connect?

Connect Google accounts (Gmail and Google Workspace) and Microsoft 365 accounts. Mail servers that support IMAP and SMTP work too, such as Yandex or email on your own domain. With Google and Microsoft accounts, you don't enter your password in IWB, and you can revoke access anytime.

Can my admin see my personal mailbox?

No. Only the person who connected a personal mailbox can read it, and only they see its email on the timeline. Connect addresses your team uses together, like info@ or sales@, as shared mailboxes.

How do I keep track of work that arrives by email?

"Create task" in the email opens the task form with its subject and text, and saving the task links the email to it. If you want customer email to become a record on its own, choose a support mailbox in Helpdesk settings. Email to that mailbox opens a support ticket, and the customer's replies are added to the same ticket.

If I disconnect a mailbox, is its email deleted?

No. "Disconnect" stops sync and sending and deletes the stored sign-in details. Past email stays readable. Deleting the mailbox with all its email is a separate action and can't be undone.