Everybody sends emails to their customers and prospects. Maybe it's related to a proposal or an upcoming appointment. They may have a question about warranty or service. And you probably send those emails from multiple devices. So how do you archive and track all those emails?

The Problem

Everybody sends emails. It's quick, convenient and helps you get the message delivered when it may not be convenient to have a phone conversation. But when you send mail from multiple devices, or you have multiple people in your organization sending emails, you lose the ability to track and share that conversation, since the "Send" folders are all over the place.

All it takes is one important comment in an email that nobody else knows about and you've got a customer service issue waiting to happen.


We created MailDrop to help you solve this problem. MailDrop creates a unique email address for your serviceminder.io account that you can BCC on all of your emails that you send, from anywhere and any device. Those emails will then get attached to the customer's record and are visible to anyone in your organization with access. So if you're in the field and send an email from your iPhone to the customer, just BCC your MailDrop address and the next time you or your admin looks at that contact, the email will be there as part of the permanent record. It's an automatic archive for every email you send, from anywhere.

How It Works

There's nothing magical about it. serviceminder.io just looks at who you're sending the email to, then goes and finds the contact in your account with that same email address. It then archives a copy of the email for you automatically. If a contact can't be found, a new one will be created. That makes it a great way to get a new contact added right when you email somebody new.

Ad Hoc Templates

There's another way to send emails to customers directly in serviceminder.io. You can create Ad Hoc templates for Contacts, Proposals, Invoices or Appointments. They can be for common emails you might send, such as follow-ups after a meeting, or to check for questions about a proposal or upcoming service. The nice thing about using these Ad Hoc templates is first off, you can use substitution fields to pre-populate the message with things like the customer's name or address, the service they were asking about or even a link to the proposal or invoice you're checking on. And because the templates are all centralized, you can also make sure they are consistently formatted and present your brand in the right way. And serviceminder.io will save copies of these emails also.

So between Ad Hoc Templates (if you're in serviceminder.io and sending an email) and MailDrop (BCCing your MailDrop email address from anywhere else), you'll always have a permanent record of the emails you send to your customers and prospects. Just remember: the more complete your data is, the more useful and valuable it is.