See what was said to a customer without searching mailboxes: IWB links your Gmail, Microsoft 365, or IMAP mail to the contact whose address matches. Quotes, orders, and invoices go out from their own screens with the PDF attached.
Thanks for the revised quote, the lead time works for us. Our signed purchase order form is attached.
We would appreciate it if you could schedule shipping for the week of 10/28/2026.
Best regards,Purchasing ManagerAegean Building Supplies Inc.
Purchase-order-form.pdf148 KB
ReplyReply allForward
Accounts you can connect
Gmail, Microsoft 365, IMAP
Mailbox types
Personal, shared
Send with PDF attached
Quotes, orders, invoices, reconciliations
Connected modules
6
01
Stop downloading quotes to email them from another app
Click Email on a quote, order, or invoice and the message opens already filled in. The recipient comes from the customer record, the subject from the document number, and the document's PDF is attached. The email goes out from the mailbox you connected and shows on the timeline of both the document and the customer.
Choose which of your connected mailboxes to send from
Write from contracts, contacts, and opportunities too, and send account reconciliations with their PDF
An address missing the @ sign is flagged in red before anything is sent
Save a draft and finish it later, then press ⌘+Enter or Ctrl+Enter to send
/satis/…example data
QT-2026-00237235,400.00 TRY
QT-2026-00237Aegean Building Supplies Inc.PDFEmailAdd note
New emailSend from one of your connected accounts. Press ⌘+Enter to send.
Hello, please find our quote attached as discussed.It is valid until 10/31/2026.
The account's signature is added automatically when you send.
QT-2026-00237.pdf212 KB
Add fileDraftSend
Email sent
02
Open the contact and see the emails too
You don't have to open a mailbox to see what was written to 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. With Related records on, quote and order emails also appear on the contact, labeled with the document number.
Use the Emails chip on the timeline to see only correspondence
Click a subject to open the whole conversation
A reply you send from IWB is also linked to the records the conversation is linked to
On the timeline, email from a personal mailbox is visible only to its owner
↓ IncomingRe: Revision request for QT-2026-00237Hello, Thanks for the revised quote, the lead time works for us. Our signed purchase order form is attached.
10/16/2026, 3:20 PM · Outbound email
↑ OutgoingRe: Revision request for QT-2026-00237Hello, we cut the lead time for line 2 to 10 days. Our revised quote is attached.
Revision request for QT-2026-00237Aegean Building Supplies Inc.
Hello, thanks for the revised quote, the lead time works for us. Our signed purchase order form is attached.
Purchase-order-form.pdf148 KB
03
Let your team read the shared inbox together
Connect addresses like info@ or sales@ as shared mailboxes, and authorized teammates read them and send from them. Only the person who connected a personal mailbox can read it, and admin permissions don't change that. With Google and Microsoft accounts you don't enter your password in IWB, and older email downloads in the background.
Connect Google Workspace, Microsoft 365, or IMAP servers such as Yandex and your own domain
Each mailbox can have its own signature, added automatically when you send
Limit the history to the last 3 months, 6 months, 1 year, or 2 years
When you deactivate an employee, their personal mailbox is disconnected
Account settings savedShared mailboxes (like info@ or sales@) can be viewed and used by authorized team members.
CancelSave
04
Send every business email from the right address
Send e-Archive invoices from the accounting mailbox and service quotes from the service mailbox. You choose the address for each kind of email your modules send. The column on the right shows the address each email would actually go out from today. You can also leave a kind on IWB's relay or turn it off.
Kinds of email are grouped by module: e-Document, Support, Laboratory, Projects, Service, and notifications
Each choice saves instantly on its row
Turning a kind off asks for confirmation, and queued emails of that kind are canceled without being sent
In a group of companies, each company chooses its own addresses
Service campaign noticeA free service notice is sent to the owner of equipment in a recall, modification, or inspection campaign.Email sending for this action is turned off in settings.Off: don't send-
Service quoteThe repair quote is sent with its PDF and a link where the customer can approve or reject it.[email protected][email protected]
05
See whether the e-Archive invoice email went out
The Outbox shows the status of the email IWB sends on your behalf: queued, sent, or failed. Each row shows the kind of email and, once it’s sent, the address it actually went out from. Filter by status, or search by subject or recipient.
Email sent through IWB's relay also shows delivered and bounced status
Cancel an email that is still queued
Password resets and invitations are tracked here too, and they always go out through IWB's relay
Email you write from a record or your mailbox appears in Sent instead
/ayarlar/e-postaexample data
Outbox
AllQueuedDeliveredBouncedFailedBlockedSearch subject or recipient…
If the mailbox you routed to needs reauthorization, has sync paused, or has been disconnected, the email doesn't wait. It goes out through IWB's relay under your company's name, and the reason shows on the row and in the Outbox. After a temporary error the email is retried automatically, and if it still fails, it's marked Failed and you can resend it from its details.
The wait between attempts gets longer each time
If email sent through IWB's relay bounces permanently, the address is blocked, and you unblock it once the issue is fixed
The Overview counts email sent, delivered, and bounced in the last 30 days
A mailbox, address, or email that needs attention shows in a yellow row, and Resolve takes you to the right screen
Put the customer's reply where your team can see it
Send the quote from the shared sales mailbox, and the email is linked to the quote and the contact. The customer's reply is linked to the contact by address, and everyone who reads that mailbox sees it in the Inbox. Turn the work in the reply into a task with Create task, and the email is linked to the task too.
Say who it goes to and what it should say, and IWB AI drafts the email from one of your connected mailboxes. You see the sender, recipient, subject, and text on the approval card, and it goes out only when you approve.
Ask, create, search · @ to mentionWhich mailboxes do we have connected?Does any mailbox need to be reconnected?Is sync turned on for service@?Email Aegean Building that we got the signed order form
IWB AI
Acts with your approval
Send email
Every action comes to you first as an approval card. IWB AI doesn't create or change records without your approval.
09Capabilities
Handle email without leaving IWB
Search
Search subjects, previews, senders, and recipient addresses. The Unread toggle leaves only unread conversations.
Reply and forward
A reply quotes the previous message, and Reply all keeps the Cc addresses. Forward carries the attachments too.
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.
Recipient suggestions
As you type an address, IWB suggests contacts and their people, users, and people you've emailed, and shows which contact a person belongs to. Suggestions follow what you're allowed to see.
Templates
Save the subject and body of emails you send often as templates. Fill a new email from one, and your whole team shares the same list.
Read status
Email you read in IWB also shows as read in Gmail, Outlook, or your IMAP mailbox. On a shared mailbox, read status is the same for the whole team.
No tracking pixels
Incoming email opens in an isolated frame. Scripts in it don't run, and remote images and tracking pixels don't load.
Email of anonymized contacts
When you anonymize a contact under KVKK, Turkey's personal data protection law, the email linked to it is permanently deleted with its attachments. It doesn't come back when the mailbox syncs again.
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. If your organization doesn't let employees approve apps, IWB gives you an approval link to send to your Microsoft 365 administrator, who approves it once.
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.
What happens to a mailbox when an employee leaves?
When you deactivate the employee, their personal mailbox is disconnected and its stored sign-in details are deleted. Shared mailboxes belong to the company and keep working. If the person who connected a shared mailbox has left, the Overview in email settings tells you to reconnect it.
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 Help Desk settings. Email to that mailbox opens a support ticket, and the customer's replies are added to the same ticket.
Does older email come in when I connect a mailbox?
Yes. Once you connect a mailbox, older email starts downloading in the background, and the mailbox settings show how far back it has reached. If you prefer, you can limit the history to the last 3 months, 6 months, 1 year, or 2 years.
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.
Can I send bulk marketing email?
No. IWB has no newsletter sending, subscriber lists, or open tracking. You write email one at a time from a record or a mailbox. Email such as e-Archive invoices and service notifications is sent by the modules themselves.
