Drawings that reach the client, permits that reach the county, and a record that outlasts the designer.
A hardscape company emails drawings and renders to clients, applications to HOA committees and building departments, quotes and orders to suppliers, and proposals with photos to people who have never heard of it. From a free address, much of that is filtered, bounced for size, or lost when the designer leaves.
Big files, many parties, and a warranty that outlasts everyone's inbox
The documents are large. A render, a drawing set and a proposal with photos from three similar projects do not fit in a free mailbox's attachment limit, and when they do fit they look like exactly what a spam filter is built to catch: a big attachment from an unknown sender. A proposal that lands in spam loses to the one that arrived, and the client never knows yours existed.
A single project collects correspondence from the HOA's architectural committee, the building department about a wall permit, the engineer, two suppliers, the gas sub, sometimes a lender, and the client. Those threads belong on the project in company mailboxes. When a designer leaves with the drawings and the approvals in a personal account, every open project starts over, and the client is asked to resend things they already sent.
Then the warranty. Three winters after the build, a corner settles, and the questions are what was specified, what the supplier confirmed, and what the client approved. The emails answer those, if they still exist and the office can find them.
What business email for a hardscape contractor has to do
Get the proposal delivered, keep every party's thread on the project, keep the record for the warranty.
Send from an authenticated domain you own
A domain the company owns, carrying SPF, DKIM and DMARC records, so a proposal reaches the client, an application reaches the HOA manager's corporate inbox and a confirmation from a supplier is not lost in a filter.
Share drawings as links, not attachments
Renders and drawing sets shared from your domain as links to the project, so the client sees them at full size on a phone and nothing bounces for size, with the view logged on the project.
Give design its own inbox
A shared design address where every proposal, revision request and client reply lands, filed to the project, so the office knows which drawings are waiting on the client and which are waiting on the designer.
Keep supplier orders on the project
An orders address for quotes, confirmations, delivery windows and backorders, attached to the project they belong to, so the foreman can check what was ordered without asking the office.
File permit, HOA and engineer threads to the project
Applications, approvals, conditions and the engineer's letter on the project record, so the question of whether the wall was approved is answered by opening the project rather than by searching three mailboxes.
Hold the record for the length of the warranty
Mail kept for as long as the warranty runs, and indexed so a warranty call years later turns into an export of everything about that project rather than a hunt.
How we set up email for a hardscaping company
Your company owns the account; our administrator access exists at your pleasure.
The account in your name
Whether you pick Google Workspace or Microsoft 365, the subscription is opened by your company, paid from your card and administered by you, and our support seat can be revoked in a click.
Records checked from every sender
The domain records set and checked from the office, the designer's laptop, the CRM's proposals and invoices and the foreman's app, so everything that leaves passes.
Mailboxes by function
Design, orders, office and billing as shared addresses, and a personal seat for each designer and estimator that passes to the next hire instead of being deleted.
Filing into the CRM by project
Messages to and from the client, the HOA, the permit office, the engineer and the suppliers attach to the project automatically by address and subject.
Large files handled by link
Drawing sets and renders stored with the project and shared by link from your domain, with the sharing expiring when you choose and the view recorded.
Leaving the free address behind
The old mailbox and contacts come across, forwarding stays on the old address for twelve months, and the new address goes on the site, the profile, the forms, the trucks and the yard signs.
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 hardscaping, answered.
How should we send a render to a client?
As a link to the project from your domain, where the client sees it full size and the view is logged, rather than as an attachment that may bounce or be filtered. The proposal goes the same way, with an approval button on the page.
What happens to the designer's email when they leave?
Their mail starts flowing to the office, the mailbox goes into the archive, open projects are reassigned in the CRM, and a client answering an old message lands with the company, not with a mailbox that no longer exists.
Google Workspace or Microsoft 365 for a hardscape company?
Either. Google suits a small office that lives on phones and shares big files easily; Microsoft suits one already in Outlook. In both cases the subscription belongs to you, and we help you decide.
Do the office and the designer need separate addresses?
Yes, plus the shared ones. The designer's seat holds their work, the design inbox holds everything the company needs to see, and the office never depends on one person's mailbox being open. Our business email guide walks through the setup.
Business Email for hardscaping. Owned by you.
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