Invoices with the scale ticket attached, from a domain the renter can look up.
Roll-off paperwork is tickets, permits, certificates of insurance and statements, and nearly all of it travels by email. From a free address with a PDF attached it gets filtered; from a dispatcher's personal address it leaves when the dispatcher does. Email on your own domain, with shared inboxes, fixes both.
The paperwork of a rental all moves by email, and it has to arrive and be found later
Consider what one rental produces. An order confirmation with the terms. A delivery notice. An invoice with the scale ticket attached. Sometimes an overage explanation with the ticket image. For an account, a monthly statement and a purchase order to match. Before a drop on a commercial site, a certificate of insurance the general contractor's office demands. For a street drop, a permit application and the town's reply. Coming the other way, the facility's monthly invoice and the occasional notice about a rejected load. A message with a PDF attached, sent from free webmail, is the shape of mail that filters hold, and an invoice that is never seen is an invoice that is paid late.
The second problem is who can see it. When orders, swap requests and permit replies go to one dispatcher's personal address, nobody else can cover a sick day, and a weight dispute from last spring is unfindable when the dispatcher moves on. A dispatch inbox, a billing inbox and a permits inbox, each readable by more than one person and each archived where the owner can always reach it, keep the paperwork with the company.
What a hauler's business email has to do
Delivery, shared inboxes and filing to the rental, in that order.
Send from your domain so invoices with tickets arrive
Mail from the company's domain, with the authentication records that prove it, so the invoice with the ticket PDF and the statement with the month's tickets pass the checks that keep attachments out of spam.
Give dispatch and billing their own inboxes
A dispatch address for orders, swap requests and driver questions, and a billing address for tickets, statements and disputes, each shared, so whoever is in the office that day sees everything that came in.
File the ticket and the permit to the rental
A ticket emailed by a facility, a permit emailed by a town or a photo a renter sends of a driveway gets attached to the rental it belongs to, not left in a thread someone has to search for later.
Keep certificates of insurance where the office can find them
General contractors ask for a certificate before every commercial drop. The current certificate lives in one place, the request template sends it in a minute, and a renewal reminder fires before it expires.
Survive a dispatcher change
Every employee has a company mailbox. When one leaves, the mailbox forwards to the office and is archived, so the contractor who emailed that person keeps getting answered and the history stays.
How we set up email for a roll-off company
Hosted mail in an account that belongs to your company, with our administrative access limited to what support needs and removable by you.
A company account on your domain
Google Workspace or Microsoft 365 set up under your company and billed to your card, on the same domain as the website, with the owner holding the primary admin login.
The three authentication records, verified
SPF, DKIM and DMARC configured, then proven with test messages from the CRM, the office and a driver's phone, so every sender the company uses passes. The guide to those three records explains each one.
Shared mailboxes for dispatch, billing and permits
Three shared addresses with the people who need them, the CRM filing incoming mail to the matching rental or account, and rules that route a facility's invoice to billing and a town's permit reply to permits.
Templates for the rental's paperwork
The order confirmation with terms, the delivery notice, the invoice with ticket, the overage explanation, the monthly statement and the certificate cover note, each written once with the company signature and sent from the CRM.
Moving off the old addresses
Old mail and contacts imported, the free and personal addresses forwarded for a year, and the website, Google profile, invoices and container decals updated to the new ones.
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 dumpster rental, answered.
Can our dispatcher keep using a personal Gmail address?
She can, until she is out sick during storm week or takes another job. Orders, swap requests and permit replies addressed to a personal account cannot be covered by anyone else and leave with the person. A dispatch address on your domain, shared with a backup, costs little and removes that risk.
How do general contractors get our certificate of insurance?
From a template that attaches the current certificate and goes out from the billing or dispatch address in a minute. The certificate's expiration is tracked so the office renews it before a contractor's office rejects a stale one.
Why do our invoices with PDFs go to spam?
Usually because the sending address is free webmail, the domain has no authentication records, or an invoicing tool sends on your behalf without permission in those records. Putting the records on your domain and sending from it fixes most of it.
Google Workspace or Microsoft 365 for a hauler?
Either. Google tends to suit a small office working from phones and a dispatcher in a browser; Microsoft suits a company already living in Outlook. The account is yours in both cases, and we help you pick based on what the office uses now.
Business Email for dumpster rental. Owned by you.
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