Email that carries the quote, the factory confirmation and the warranty claim, from a domain you own.
A window company's email is a paper trail: the quote with the opening list, the signed contract with its cancellation notice, the order confirmation from the manufacturer, the delivery notice, the lender's paperwork, the estimate for an adjuster, and years later the warranty claim. Each needs to arrive, be found and stay with the company.
Orders, confirmations and claims all run through email, and a missed one costs a unit
The manufacturer's order confirmation is the last chance to catch a wrong width before the factory builds it. If it lands in one rep's personal inbox, unread for a week, the mistake ships. If the delivery notice goes to a free address nobody checks on Saturday, the truck arrives with nobody to inspect the units. A company mailbox for orders, read by the office and the owner, with each confirmation attached to the job, is the difference between catching the error and paying for it.
On the customer side, the quote is a large document sent to a household that is comparing three companies. From a free address or a domain with no authentication, it is filtered or ignored, and the rep's follow-up starts with did you receive it. From the company's own domain, opened and tracked, the rep knows when to call. Warranty adds the long tail: a seal fails eight years after the install and the office needs the order number and the install email, which should still be in a company archive and not with a rep who left in year two.
What a window company needs from business email
Deliverability, an inbox per kind of document, and a record that outlasts the people.
Send from the company domain, authenticated
Mail sent from the company's domain, with SPF, DKIM and DMARC configured and tested, so a quote with the opening list and photos reaches the homeowner and an estimate reaches the adjuster.
An orders inbox tied to jobs
A shared address the manufacturers send confirmations, ship notices and backorder updates to, read by the office, with each message filed to the job and the opening it concerns.
A service and claims inbox
Fogged units, screen requests and warranty claims arrive at one address the office can work from, and the claim sent to the manufacturer goes from the company with the unit record attached.
Quotes, contracts and notices from the CRM
The quote, the contract with its cancellation notice and the financing paperwork sent through your domain with signatures collected and open and sign times recorded on the lead.
Reps' mailboxes that belong to the company
Each rep works from a company address. When a rep leaves, the mailbox forwards to sales and is archived, and the open quotes and the homeowners' replies stay with the company.
Retention for the warranty period
Email kept and searchable for as long as the longest warranty you carry, so the install confirmation from years ago is found in a minute when the claim comes.
Our email setup for a window and door company
Email hosted in an account the company owns; our administrator login can be removed at any time.
Domain and account in your name
Google Workspace or Microsoft 365 opened under the company, billed to the company, owner holding the admin login, with a secondary login for our support that you can delete.
Authentication for every sender
Authentication records placed on the domain and checked for staff mailboxes, the CRM, the signature tool and the phone system's email notifications, so none of it is flagged.
Orders, service, sales and office as shared mailboxes
Group addresses that file into the CRM, so a factory confirmation, a fogged-unit request and a homeowner's reply to a quote each land on the right job.
Templates for the sequence
Measure confirmation, quote sent, contract and cancellation notice, order placed with the expected window, delivery scheduled, install day instructions, punch item ordered and warranty registered, each written once in your voice.
Migration from the old address
Mail and contacts brought over, the old address kept forwarding well past the switch, and the listings, website and manufacturer portals updated to the new one.
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 windows & doors, answered.
Our manufacturer portal already holds the orders. Why an orders inbox?
The portal holds the order; the confirmation, the ship notice and the backorder email still arrive by email, and they need to be read by someone and attached to the job. The inbox makes that the office's habit rather than a rep's.
Google Workspace or Microsoft 365 for a window company?
Either. Google is simpler for a team on phones and tablets; Microsoft suits an office already on Outlook. The account belongs to the company either way; we recommend one after seeing what your people already run.
Why do our quotes go to spam?
Most often a free sending address, missing authentication records on the domain, or a quoting tool sending as you without permission. Fixing the records on the company's domain clears most of it, and a quote sent as a link rather than an attachment helps too.
How long should we keep job email?
At least the length of your longest warranty, and a lawyer can tell you what your state's claims rules add. We set retention so nothing is purged by accident and the archive is searchable.
Business Email for windows & doors. Owned by you.
Start with the instant website checkup of your current site: your grade and top 3 fixes, no sign-up. Or get a free system quote for the whole windows & doors setup.
Instant website checkup