Email that files the parts confirmation to the job and gets the warranty claim paid.
An appliance repair company's inbox is a parts department: order confirmations, backorder notices, tracking numbers, core returns, manufacturer warranty authorizations, home warranty dispatches and invoices. When that lives in one person's free Gmail account, a confirmation gets missed, a return visit slips and a claim goes unpaid. Your own domain, with shared inboxes, is the fix.
Parts and claims move by email, and both have deadlines
Every ordered part generates email: the confirmation, the backorder notice, the ship notice with tracking, sometimes a substitution question from the distributor. If those land in the mailbox of whoever placed the order, the office finds out the part is on backorder when the customer calls to ask why nobody has come back. A shared parts inbox that files each message to the job, read by the office every morning, is how the return visit gets scheduled on time.
Warranty work adds deadlines. Manufacturers and home warranty companies send authorizations, ask for photos and serial numbers, and pay on invoices that have to be submitted within their windows in their formats. A claim that sits in a tech's personal inbox past the deadline is work you did for free. And quotes to direct customers, with a part number and a price, are exactly the attachment-bearing mail that a free address or an unauthenticated domain sends to spam.
Turnover closes the loop. Techs leave, and if the supplier threads, the warranty logins and the customer conversations leave with a personal address, the office rebuilds every open job by phone.
What business email for an appliance repair company has to do
File the parts mail, submit the claims on time, reach the customer, and keep all of it when people leave.
Authenticated mail from your own domain
Outgoing mail on a domain you own, with SPF, DKIM and DMARC records in place and tested, so quotes with part numbers reach customers and claim submissions are accepted by the manufacturer's and warranty company's systems.
A parts inbox filed to the job
An address every supplier has on file, read by the office, where confirmations, backorders and tracking numbers attach to the job that ordered the part and update its status.
A claims inbox with deadlines
Manufacturer and home warranty authorizations, requests and payment notices in one shared mailbox, filed to the job, with the submission deadline visible on the job board.
Quotes and invoices with open tracking
Sent from the CRM through your domain, so the office knows whether the customer opened the quote before the tech calls to ask about approval.
Company mailboxes for every tech
When a tech leaves, the office inherits the mailbox, it goes to the archive, and the supplier and customer threads for their open jobs stay readable.
Retention that outlasts a claim dispute
Search and retention across every mailbox, set once, so the authorization a warranty company sent in the spring is findable when the payment is questioned in the fall.
How we set up email for an appliance repair company
Email hosted under an account that your company owns and pays for, with an administrator seat for us that you can remove.
An account you own
Google Workspace or Microsoft 365 registered to your company, paid from your card, with the admin login in your hands and a secondary admin for us until you no longer want one.
Sender records that pass the filters
SPF, DKIM and DMARC on the domain, tested for mail from the office, from the techs' phones and from the CRM, so quotes, claims and parts orders pass the filters.
Shared inboxes for parts, claims and office
Parts, claims, service and office each get a shared address, and the CRM drops every message onto the job or the payer account it concerns.
Signatures and the daily templates
A company signature with your authorized servicer status and any certification you hold, and templates for the messages the office sends all day: diagnostic booked, quote sent, part ordered, part arrived, return visit confirmed.
Moving off the free address
The old mailbox imported, the free address forwarded for a year, and the website, the Google profile, every supplier account and every warranty company portal updated to the new address.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Business Email for appliance repair, answered.
Can't we keep the Gmail address our suppliers already have?
You can forward it, but outgoing mail should come from your domain. A free address cannot carry the records that keep quotes out of spam, it belongs to whoever created it, and suppliers and warranty companies treat a domain address as a company. We update every supplier account during the move.
Google Workspace or Microsoft 365?
Both work for an appliance repair office. Google is simpler for a shop on phones and tablets; Microsoft fits an office already in Outlook. Whichever you choose, the account is in your name, and the choice follows what your office already uses.
Why do our quotes end up in spam?
Three things cause most of it: no SPF or DKIM on the domain, mail sent from a free address, and a quoting app sending in your name without a record on your domain that permits it. Publishing the records on your domain fixes most of it.
Should parts confirmations really go to a shared inbox?
Yes. The office needs to see every backorder and ship notice without asking the tech who ordered it, and the CRM can file them to the job automatically, which is how the return visit gets scheduled the day the part arrives.
Will we lose mail when we leave the old address?
No. The old mail and contacts come across, the old address keeps forwarding, and every listing, supplier and portal gets the new one, and nothing that arrives at the old address goes unseen.
Business Email for appliance repair. Owned by you.
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