Emailing

Prerequisites

Before any email can be sent:

1. Email delivery must be configured under Settings > Email Delivery.
2. The Emailing plan feature must be available for customer-facing email and automated workflows.
3. Some actions also need the right app permission, such as customer-email or admin access.

If delivery is not configured, the app will show an error or disable the send action instead of pretending the email went out.

Sending with your own SMTP

If you want messages to come from your own mailbox, fill in the SMTP host, port, username, password, and security settings. Most providers want an app password instead of your normal account password.

Common setups:

• Gmail / Google Workspace — use an app password
• Outlook / Microsoft 365 — use an app password and allow SMTP if your tenant requires it
• Yahoo — use an app password

Use Test Connection to confirm the server is reachable.

Quote Emails

Send a quote to a customer:

1. Open a quote.
2. Click Email Quote.
3. The customer receives a branded PDF with the quote details and any attached layout PDFs.

Requirement: the quote must have a customer email address.

Invoice Emails

Send an invoice from an event or quote:

1. Open the event or quote.
2. Click Email Invoice.
3. The customer receives a PDF invoice with the pricing breakdown and any layout attachments that belong with it.

Contract Emails

Send electronic contracts for signature:

1. Open the event.
2. Click Send Contract or Send Contracts.
3. Apex emails the contract link or batch link to the customer.
4. When they sign, Apex sends your admins a notification email.

See the Contracts guide for the full signing flow.

Customer Emails

From a customer record, you can send a simple one-off message:

1. Open Customers.
2. Click Send Email.
3. Enter a subject and message.
4. Send it.

This is a plain message for normal communication. It is not a template-driven workflow and it does not attach a PDF.

Employee Emails

Apex can also send payroll and team notifications:

• pay stubs for one employee or everyone in a pay run
• schedule-change notifications
• broadcast emails to active employees

These actions still go through the same email entitlement and permission checks.

Gotchas

• Plan and permission both matter. A button can be present in the UI and still be blocked if your plan does not include emailing or if your role lacks the send permission.
• Send failures do not change the record. If an email fails, the event, quote, or customer entry is still intact and you can retry after fixing the setup.
• Recipients need an email address. If the target record has no email, Apex will not send it.
• Built-in messages are transactional. If you need unsubscribe handling for marketing-style email, add that process separately.