PoolFlow automatically sends emails to your customers at key moments. Here's what they receive and when.
Booking confirmations
When a customer completes checkout:
Subject: "Your booking with [Your Business] is confirmed"
Includes:
- Services booked
- Total amount
- Service address
- Your contact info
- Link to customer portal
Approval notifications
When you approve a booking:
Subject: "Your booking has been approved"
Includes:
- Confirmation that you'll do the job
- Next steps (when to expect service)
- Your contact info
Quote emails
When you send a quote:
Subject: "Quote from [Your Business]"
Includes:
- Itemized services and pricing
- Total amount
- "Pay to Accept" button
- Quote expiration date (if set)
- Your contact info
Change order requests
When you add a change order requiring approval:
Subject: "Price adjustment for your pool service"
Includes:
- What changed and why
- Original amount vs new amount
- Photo (if attached)
- Approve/decline buttons
- Your contact info
Payment receipts
When payment is captured:
Subject: "Receipt from [Your Business]"
Includes:
- Itemized breakdown
- Payment amount
- Last 4 digits of card
- Date of service
- Link to download receipt
Subscription notifications
For recurring customers:
Payment receipt — After each billing cycle
Failed payment — When a charge fails (includes link to update card)
Subscription cancelled — Confirmation of cancellation
Your branding
All emails include:
- Your logo
- Your brand colors
- Your business name and contact info
Customers see your brand, building recognition and trust.
Email reliability
PoolFlow uses Postmark for email delivery — the same service used by companies like Stripe and Shopify. Emails are:
- Delivered quickly (usually within seconds)
- Unlikely to hit spam filters
- Trackable for delivery status
Customization
Currently, email content is standardized for reliability. You can customize:
- Your logo and colors (via Branding settings)
- Your service agreement text
- Contact information
Tips
Check your branding
Send yourself a test booking to see what customers receive. Make sure your logo looks good and your contact info is correct.
Keep contact info current
If your phone number or email changes, update it in Settings. Customers rely on this info to reach you.
Monitor for issues
If customers say they didn't receive emails, check:
- Correct email address on the booking
- Their spam folder
- That you have notifications enabled