Quotes, test reports and warranty certificates that arrive, sent from a domain your company owns.
A coating company sends more paperwork than it realizes: quotes with three systems, color approvals, moisture test reports, safety data sheets for a facility manager, insurance certificates for a commercial job, warranty certificates and the floor care sheet. Half of it gets filtered when it leaves a free address, and all of it gets lost when the salesperson who sent it leaves.
The quote that reaches the inbox is the quote that gets read
A buyer comparing three coating quotes reads the ones that arrived. A PDF with a color chart attached, sent from a free address or from a company domain whose authentication records were never set, looks to a spam filter like every other unwanted attachment. Commercial work raises the cost of a filtered message: a facility manager who asked for safety data sheets and an insurance certificate before a weekend shutdown will not chase a missing email. Sending from a domain the company owns, with the DNS records that let mail providers confirm it, is the fix.
Turnover is the other problem. When a salesperson who ran quotes from a personal address leaves, every open conversation about color and timing leaves with them, and the office starts over with each buyer. Shared mailboxes for quotes and for commercial work, plus company addresses the owner controls, keep each thread with the company. And on a coat day nobody reads email, so whatever arrives has to be filed to the job for whoever checks first.
What a coating company needs from business email
Mail that arrives, inboxes the office shares, and records that outlast the person who sent them.
A domain that mail providers trust
Your own domain with the three DNS records that providers check (SPF, DKIM and DMARC) in place and tested, so quotes with PDFs, color boards and test reports get through instead of being quarantined.
Shared inboxes for quotes and commercial work
One address for quotes and one for commercial accounts that the whole office can read, so quote replies, color approvals, a facility manager's requests and supplier confirmations are on the job rather than on one person's phone.
A quote you can see being opened
Quotes go out from the CRM through your domain with open tracking, so the salesperson knows whether the buyer looked at the three systems before making the follow-up call.
Mailboxes that stay when people go
Each salesperson and office person works from a company mailbox. When someone leaves, the office inherits that mailbox and it is archived, so no open quote disappears with them.
Records that last as long as the warranty
A floor question can arrive years after the install. Retention and search across the company's mail, configured once, means the test report you sent and the care sheet the customer received are still there with their dates.
Setting up email for an epoxy flooring company
Your company owns the account and we hold an administrator seat you can take away at any time.
Your domain, your billing
Google Workspace or Microsoft 365, whichever your team already knows, under your company's own billing with an administrator login that is yours. We keep a secondary admin seat for support and nothing beyond that.
Records that pass every check
SPF, DKIM and DMARC configured on your domain and tested against mail from the office, the salesperson's phone and the CRM, so a quote from any of them clears the same filters. Our authentication guide explains what each record does.
Shared addresses wired to the CRM
Quotes, commercial, office and crew addresses set up as shared mailboxes or groups, and each thread filed to its job by the CRM.
Signatures and weekly templates
One company signature carrying whatever contractor license or registration number your state issues, where it issues one, plus templates for quote sent, color approved, install date set, clear-the-garage reminder and cure times.
Retiring the free address
Old mail comes across, the old address forwards for a year, and the website, Business Profile and forms get the new one, so mail to the old inbox still finds you.
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 epoxy flooring, answered.
Why move off the free address we have always used?
Buyers read the domain before the quote. A free address has no authentication records of its own, so attachments from it are the first thing filters catch, and the address is owned by whoever created it rather than by the company.
Which is better for a coating company, Google Workspace or Microsoft 365?
Both are fine. A small crew living on phones usually finds Google simpler; an office already on Outlook usually stays with Microsoft. The account is in your company's name either way, and we help you decide based on the tools your people already know.
Why are our quotes landing in spam?
Usually one of three things: the domain is missing its SPF or DKIM record, the quote went out from a free address, or a quoting tool is sending as you without permission to. Correct records on your domain resolve most cases.
Can safety data sheets and insurance certificates go out automatically?
Yes. A commercial job can send the SDS package and the certificate of insurance from a template when the job reaches the scheduled stage, and the CRM records that they went and when.
Business Email for epoxy flooring. Owned by you.
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