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When you have created an Estimate for a customer, you can send them a PDF of the proposal with a personalized email message containing basic information about the design you have created for their art.
The message is composed automatically using the information on the Work Order: name, description, sales rep, etc. You can customize this message with a personal comment, e.g. "This treasured photo should be preserved for your family and we specialize in archival framing."
Start turning more of your quotes into sales by reminding customers about the great design you created just for them.
Tip: This is a wonderful customer service tool. You should ask the customer's permission while you are taking in the work order if they would like to receive an email notification when their piece is ready for pick-up.
Use this tool to set yourself apart from your competition and save your staff time and effort. Unclaimed framing is difficult to store and, if you have not received full payment, costly.
Click your cursor into the Subject or Body field.
Position the cursor to the precise position you wish to insert a merge field.
Choose a merge field button, e.g. First Name, and observe that <First Name> was inserted into the text. This is the mail merge code that FrameReady will use to build the custom message.
Caution: It is recommended that you use the field buttons to insert the merge codes as this reduces typo errors.
To remove an inserted merge code, position the cursor and use the Backspace / Delete keys to remove the code (be sure to also remove the < and > brackets)
Company
The contents of the Company field from the Contact file.
First Name, Last Name
The contents of the Last Name field from the Contact file. (Remember to enter a space between the first and last name fields in the email message.)
Job #
The Job number, if you have assigned one, from the Work Order file.
Order Date
The date the Work Order was created as shown on the Order tab.
Due Date
The Due Date field from the Order tab in the Work Order file.
Description
The title of the art or description of the piece as it appears on the Work Order screen.
Order Taken By
The name of the sale rep which appears in the Order Taken By field on the current Work Order.
Order Designed By
The name which appears in the Designed By field on the Work Order.
Order Quantity
The number in the bright yellow quantity field of the Work Order.
Order Total
The total amount of the framing order including taxes and discounts.
Does not reflect any payments.
Your Business Name
The Company name as it appears in the Business Name field which can be accessed from the Main Menu> Set Up Data button>Info tab.
Your Business Address
The number of the Order from the Work Order file. The Business Address name as it appears in the Business Address field which can be accessed from the Main Menu> Set Up Data button>Info tab. Address will appear exactly as entered on Main Menu and cannot be formatted here.
Your Business Phone
The phone number as it appears in the Phone 1 field which can be accessed from the Main Menu> Set Up Data button>Info tab.
Your Business Hours
The company hours as it appears in the Business Hours field which can be accessed from the Main Menu> Set Up Data button>Operations tab. Entry should be spelled out, e.g. Tues. to Thurs. 10-6; Fri. 10-8; Sat. 10-5
Troubleshooting: Email Help
Setting Up Basics: Set up Email
Invoices: Set up an Invoice Email Message
Setting Up Basics: Work Orders: Set up (Completion) Email Message
Contacts: Email Correspondence Explained
Contacts: How to Export Contacts to Third Party