Invoices with roof photos, insurance certificates and warranty papers, sent from a domain that gets delivered.
A gutter company sends more email than its size suggests: invoices with before and after photos after every visit, plan renewal notices, guard estimates, warranty papers and the insurance certificates property managers ask for. Sent from a free address, much of that paperwork is filtered or never opened.
Every visit ends in an email, and the bigger customers check who sent it
After each cleaning, the customer gets photos and an invoice by email. Those emails carry images and payment links, which are exactly the kind of messages spam filters are suspicious of when they come from a free address or a domain without authentication. If the invoice never arrives, the payment is late and the office spends time chasing it.
Commercial and association work raises the stakes. Property managers and HOA boards ask for a certificate of insurance before you go up a ladder on their buildings, send purchase orders by email, and pay invoices that arrive in their accounting inbox in the right format. They notice a free address, and their own filters are stricter. A company domain, authenticated properly, with shared addresses for billing and scheduling, keeps those relationships smooth.
What email for a gutter company has to do
Delivery first, then shared inboxes, then records that stay with the company.
Send invoices and photos from your domain
Invoices, photo links and plan notices go out from your domain with SPF, DKIM and DMARC set, so they arrive in the inbox rather than the junk folder.
Give billing and scheduling their own addresses
A billing address for invoices and payment questions and a scheduling address for date changes, both shared, so the right person sees each message even during the fall rush.
Answer insurance certificate requests fast
Requests for a certificate of insurance from property managers and associations go to one shared address, and the certificate your insurance agent issues is attached to the customer record for the next request.
Keep guard warranties findable
Guard and install warranty documents are emailed to the customer at completion and stored with the house, so a call years later can be answered from the record.
How we set up email for a gutter company
An account your business owns, with authentication tested and the CRM sending through it.
Google Workspace or Microsoft 365 in the company's name
The account is billed to your company and you hold the main administrator login. Our support access is a separate login you can remove whenever you choose.
Authentication for every system that sends
Records set for the office, the CRM, the booking site and any payment tool that sends mail for you, and tested so invoices pass the checks.
Templates for routine messages
Visit confirmed, crew on the way, photos and invoice, plan renewal, guard estimate and warranty issued, each filling in the house details from the CRM.
Moving off a free address
Old messages and contacts moved over, mail to the old address forwarded, and the new address updated on your Business Profile, booking forms and supplier accounts.
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 gutter services, answered.
Why are our invoices landing in spam?
Usually the domain lacks authentication records, the email comes from a free address, or a billing tool sends as you without permission in your DNS. Our guide to checking whether emails go to spam walks through the test.
Do our crew members need email accounts?
Usually not. Crews work from the CRM on their phones. Give mailboxes to the owner and the office, and shared addresses for billing and scheduling.
What do property managers expect from our email?
A company domain, a certificate of insurance on request, invoices with their purchase order number and the building address, and replies from an address they recognize.
Can we keep our old email address?
If it is a free address, we forward it to the new one and update everywhere it is listed. If you already have a domain, we keep it and set it up properly.
Business Email for gutter services. Owned by you.
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