Customer approval emails

Every approval link triggers an email to the customer, sent from your workspace email address. The email is the customer's first impression of your professionalism — it lands in their inbox between their kid's school message and an Amazon delivery notification. The format and tone matter.

The from address

By default it's the email set in Settings → Workspace → Billing email. Replies go straight to that inbox so customer questions reach you. We strongly recommend using a domain email (yourname@yourcompany.com) rather than a personal Gmail — domain email lands in primary inbox more reliably and reads as more professional.

If you don't have a domain email yet, Cloudflare Email Routing is free and gets you a forwarder from yourname@yourcompany.com to whatever inbox you actually check.

The template

Customer name, document title, prepared-by line, a single Open button, plus a short note that the link is unique and expires. Plain enough to land in primary inbox, branded enough to feel professional. The button is a real <a> tag, not an image — works even when images are blocked.

The customer can also reply directly to the email — replies route to your inbox, threaded against the original. Many customers ask questions via reply before signing; that's a feature, not a bug.

Custom messages

Add a personal note on the approval-link send screen — it appears above the document button. Good for context: 'Per our walkthrough Tuesday, here's the formal estimate. The cabinet allowance is on page 2 — let me know if you'd like to see options before signing.'

Custom messages are where the relationship lives. Generic 'please find attached' emails feel transactional. A two-sentence personal note doubles open rates and accelerates signing — small effort, real ROI.

Email deliverability

Construction Scope's outbound email is sent from authenticated infrastructure (SPF, DKIM, DMARC all configured) so domain reputation stays clean. We monitor bounce rates and complaint rates at the platform level. If your specific customer base has unusual delivery issues, contact support — we can troubleshoot at the domain level.