Backflow reports to the utility and blowout confirmations to customers, from a domain you own.
A sprinkler company's email is seasonal and automated: hundreds of confirmations in a wave, backflow test reports to water utilities on their forms and deadlines, plan renewals and completion records that may be the only proof a system was winterized. Mail like that has to come from a domain that vouches for it.
Irrigation email is proof: that the test was filed and that the system was blown out
Look at what an irrigation company's mail does. Backflow test reports go to water utilities, each with its own form, address and deadline, and an unfiled test can mean a notice to your customer. Startup and blowout confirmations go out by the hundreds in a wave, and a confirmation that lands in spam is a customer who was not home. Completion notes with the date, the tech and the zone list are the record you reach for when a split line shows up in April. Plan renewals, repair quotes, install proposals with permit paperwork and utility rebate forms fill in the rest. Almost all of it is automated or attached, which is exactly what mail filters treat with suspicion when the sending domain cannot prove it is yours.
A free address makes all of that worse. It cannot carry the authentication records that let a utility's mail system or a customer's inbox verify the sender, it belongs to whoever created it, and when the tech who used it for backflow filings moves on, the filing history goes too. Company mailboxes, a shared backflow address and a shared office address keep the records with the business.
Retention is the last piece. The winterization record you need is from last October; the backflow report a utility asks about may be from two cycles ago; the plan agreement a customer disputes was signed three seasons back. Keeping company mail searchable by address and by device, for as long as your utilities and your card processor want it kept, is part of running a sprinkler company well.
What business email for an irrigation company has to do
Getting automated mail delivered, a backflow inbox, proof of the visit, and the archive.
Authenticate the domain the waves are sent from
The three authentication records (SPF, DKIM, DMARC) set up on your domain and matched to the service your CRM sends through, so a batch of blowout confirmations is treated as mail from a verified company rather than bulk from a stranger, and the utility's system accepts your test reports.
Give backflow filings their own inbox
A shared backflow address that the owner and the certified tester both read, from which reports go out to each utility in its format and to which the utility's acknowledgments and notices return, filed to the device record in the CRM.
Make confirmations and completion notes the record
Every booked window, every reminder and every completion note sent from the CRM carries the date, the tech, the zones serviced and what was found, and is stored on the account, so a spring dispute about winterization is answered by forwarding the October message.
Carry templates for the season
Startup confirmation, blowout confirmation, completion note, backflow test filed, plan renewal, repair quote, install proposal and the freeze reminder, each written one time in plain language and completed from the system profile.
Keep the archive searchable through the next spring and beyond
Retention across company mailboxes with search by address, device and customer, for as long as your utilities and your card processor require. How long that is depends on them, and we set retention to match.
How we set up email for an irrigation company
The mailboxes live in an account the company owns; our role is support only, and you can remove it.
A Google Workspace or Microsoft 365 account that belongs to the company
Created under your business name and billed to the business, with the administrator login in your hands and a support seat for us that you can switch off.
Authentication for the office and for the CRM
Proof that office mail and the CRM's automated mail are both really yours, checked against the big mail providers and against a sample utility submission before the first wave.
Shared inboxes filed to the system record
Backflow, office and billing addresses as shared mailboxes, with the CRM attaching each message to the right account or device, so the utility's acknowledgment sits on the device it concerns.
Moving off the free address
We bring the old mailbox over, keep the old address forwarding for a year, and move the website, Google profile, booking forms, utility tester registrations and card processor over to the new domain.
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 irrigation & sprinklers, answered.
Do water utilities accept backflow reports by email?
Some do, some want a portal upload, some still want paper or a fax. It varies by utility and sometimes by device type. We set up the backflow inbox and the templates to match each utility you work with, and the CRM records how and when each report was filed.
Why do our confirmations go to spam during the wave?
A burst of look-alike messages from a domain without authentication, or from a free address, reads as bulk mail to the filters. Publish the records for your domain and for the CRM's sending service, send from your own domain, and most of it clears up.
Do techs need their own mailboxes?
The certified backflow tester usually does, because reports and utility correspondence carry their name. Other techs work from the app and texting. A shared techs address for supplier and parts messages covers the rest.
Can we keep the Gmail address customers have used for years?
Keep it as a forwarder for a year, which we set up. Outgoing mail moves to your domain, which utilities and customers take more seriously and which supports the authentication a free address cannot.
Business Email for irrigation & sprinklers. Owned by you.
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