Creating Manual Emails

Creating Manual Emails

While Solido's automated reminder rules handle the majority of your collections follow-ups, there are situations where you need to send a one-off email outside the regular sequence. Manual emails let you compose and schedule individual messages to customers about specific invoices without modifying your existing reminder rules.

When to Use Manual Emails

Manual emails are designed for situations that fall outside your standard collections workflow. Common use cases include:

• One-off follow-ups: A customer has responded to a reminder and you need to send a specific reply or additional information about an invoice.
• Special situations: An invoice requires a personalised message that does not fit the tone or structure of your automated rules, such as acknowledging a partial payment or confirming a payment arrangement.
• Urgent reminders: You need to send an immediate follow-up without waiting for the next automated reminder in the sequence.
• New contacts: You want to introduce yourself to a new accounts payable contact before the automated reminders begin.

Creating a Manual Email Step by Step

To create a manual email, follow these steps:

1. Click the + icon on the Emails page to open the manual email form.
2. Choose a sender: Select which connected mailbox the email will be sent from using the dropdown.
3. Choose a recipient: Select the customer contact who will receive the email. You can search by name or email address.
4. Select invoices: Choose one or more outstanding invoices to associate with this email. The selected invoice details will be available for reference in the email body.
5. Enter a subject line: Write a clear, descriptive subject for the email.
6. Draft the email body: Write the content of your email. Unlike automated reminders, manual emails give you full control over the exact text that will be sent.
7. Schedule the send time: Choose when the email should be delivered. You can set it to send immediately or schedule it for a specific date and time.
8. Click Create Email to finalise and queue the message.

What Happens After Creating a Manual Email

Once you click Create Email, the message appears in your Emails list with a Pending status. It follows the same workflow as automated reminder emails. If you scheduled it for a future time, it will sit in the queue until that time arrives and then send automatically.

While the email is still pending, you can review it, send it immediately, or cancel it using the same actions available for any other pending email. Click on the email in the list to open the detail view, or use the menu icon for quick actions. For more details on managing pending emails, see the Reviewing and Managing Emails article.

Manual emails do not affect your automated reminder sequence. Your existing rules continue to run as configured, and the manual email is treated as an independent, standalone message.