Contracts, HOA packets and claim reports from a siding company should arrive from your own domain.
A siding job generates a stack of documents and every one of them goes out by email: the option quote, the contract and cancellation notice, the HOA packet, the photo report for the adjuster, the change order for rotten sheathing, the warranty registration. When those come from a free address or land in spam, the job waits.
Every stage of a siding job is a document someone has to receive
Count the attachments on one re-side. A quote with material options. A contract with the written cancellation notice for an in-home sale. An HOA application listing the product, its color and profile, plus photos of a sample against the house. On older homes, the lead pamphlet acknowledgment. A material order to the supplier and the confirmation coming back. A change order when the tear-off finds soft sheathing. A final invoice, a lien waiver where your state uses them, and a warranty registration. Storm jobs add a photo report, a scope, a supplement and a final invoice the carrier needs before it releases the rest of the money. Each of these has to reach a person who will act on it.
Mail with attachments from an unauthenticated domain or a free address is the kind spam filters hold back, and an HOA board member or an adjuster with a full inbox will not go looking for it. On the inside, siding companies lean on reps and subs who come and go. If the conversation with a homeowner about a special-order color lives in a rep's personal inbox, it leaves with the rep. Company mailboxes, shared inboxes for claims and orders, plus an archive that only the owner can delete from, keep the job history inside the company.
What email for a siding company has to do
Delivery, shared visibility and records you can find years later, set up once.
Authenticate every sender on your domain
Every message, whether a rep sends it from a phone or the CRM sends it automatically, leaves from your domain with authentication records in place, so quotes and contracts with attachments are not quietly filtered.
A claims inbox the whole office reads
Photo reports, scopes, supplements and adjuster replies go to one shared address and file to the job, so the person following up on a stalled storm claim sees the whole thread instead of waiting for a rep to forward it.
An orders inbox for supplier paperwork
Material orders, color and lot confirmations, delivery windows and backorder notices go to a shared orders address the scheduler watches, so a delayed special-order color moves the crew board before the crew shows up.
Large photo sets sent as links
Elevation photos and damage reports are too big to attach safely. They go out as a secure link from the job, which delivers reliably and shows you when the HOA or the adjuster opened it.
Mailboxes that stay when people leave
Every rep, estimator and office person works from a company address. On a departure the account is handed to a manager or turned into a shared mailbox, so an open estimate never loses its thread.
How we set up email for siders
The mail account is opened under the company, and our access is a seat you can revoke.
Google Workspace or Microsoft 365 in your name
Billed to the company card, with the owner holding the top admin role; our support login is a second seat you can remove from the admin console whenever you like.
Authentication tested on every sender
SPF, DKIM and DMARC records set for your domain and checked against the office, the reps' phones, the CRM and any estimating or financing tool that sends on your behalf.
Shared addresses for claims, orders and estimates
Each one is a shared mailbox or a group that the right office staff and reps can read, and connected to the CRM so replies attach to the correct job automatically.
Templates for the paperwork you send weekly
HOA packet cover note, sample pickup reminder, material ordered, install date confirmed, change order for approval and warranty registered, each pulling the color name and product line from the job.
A move off the free address without loose ends
Past messages and the address book copied over, mail to the free address redirected, and the new address entered on your Business Profile, website forms, supplier accounts and manufacturer program listings.
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 siding, answered.
Why do our contracts end up in homeowners' spam folders?
Most often the domain is missing SPF or DKIM records, the message comes from a free address, or an e-signature or estimating tool sends as you without being authorized in your DNS. Our guide on checking whether your emails go to spam shows how to test it.
Should each rep have a mailbox or share one?
Each rep gets a company mailbox for their own conversations, and shared addresses cover claims, orders and estimates. That way one homeowner's thread is never split across a personal inbox and a group.
How long should we keep job emails?
Long enough to cover your workmanship warranty and any period your state, your insurer or a manufacturer program expects; ask your attorney or accountant for the exact figure. We set retention so nothing is deleted before then.
Can our subs have company email?
They can have a limited mailbox or just a login to the CRM's job view. Many siding companies prefer the second, so subs see their jobs and photo requirements without a full mailbox to manage.
Business Email for siding. Owned by you.
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