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Automated Messaging

Set up emails that send themselves — proposal follow-ups, invoice reminders, and visit notifications.

Automated Messaging sends routine customer emails for you, on a schedule or when something changes — a follow-up when a proposal sits unaccepted, a reminder before an invoice is due, a heads-up before a visit. You configure each automation once; BranchSite watches your records and emails clients as they match.

Turn it on

Automated Messaging is an account feature. An administrator turns on Automated Messaging under Settings → Features, then manages automations at Setup → Automated Messaging in the sidebar. Both require permission to manage account settings.

The ten automations

Automations come in four groups. Each is off until you activate it.

Proposal Automations

  • Proposal Follow-Up — reminds clients who received a proposal but haven't accepted yet.
  • Unpaid Deposit Reminder — nudges clients with an accepted proposal and an outstanding deposit balance.

Invoice Automations

  • Invoice Due Reminder — reminds clients before an emailed invoice's due date.
  • Invoice Overdue Notice — follows up on emailed invoices past their due date (applies only to invoices created after activation).
  • Auto-Pay Card Expiration — warns clients whose default auto-pay card is nearing expiration.

Appointment Automations

  • Upcoming Onsite Estimate — reminds clients of a scheduled onsite estimate.
  • Upcoming Visit Reminder — reminds clients of a scheduled service visit.
  • Visit Rescheduled — notifies clients when their visit moves. Event-driven: it sends 60 minutes after the last schedule change, so clients only hear about the final time.

Production Automations

  • Crew Arriving Soon — event-driven: the crew triggers it from My Day when completing a visit and choosing to notify the next stop's client.
  • Work Complete Follow-Up — follows up with clients after a visit is completed.

Configure an automation

  1. On the Automated Messaging page, click Edit on an automation.
  2. Set its options:
    • Active — the on/off switch. While active, the automation emails clients automatically as records match its conditions.
    • Operation — limit the automation to jobs under one Operation, or leave it at All Operations.
    • Wait time — how long before or after the trigger the email sends (minutes, hours, or days). Event-driven automations have no wait time to configure.
    • Email template — the email clients receive. Only templates of the matching type are listed.
    • Additional events — add extra sends, such as a second follow-up. Each extra event is timed off the original trigger, not off the previous reminder.
  3. Click Update automation.

Warning: When you activate an automation, BranchSite asks you to confirm — existing records that already match its conditions are queued for email immediately. The dialog shows how many, so review the count before you click Activate.

Watch what it sends

Automated emails land in the Email Report under Reports like any other send, so you can audit exactly what went out, to whom, and whether it was delivered and opened. Recipients who unsubscribe are suppressed automatically — see Email settings and the blacklist.