Mailboxes over IMAP and SMTP, mails on the contact and the order, and folders that turn incoming mail into tickets, leads and purchase invoices
ContactWhat does the email module in Nuxbe do?
Nuxbe connects existing mailboxes over IMAP, fetches new messages every 15 minutes and sends through the SMTP server of each account. Incoming mail is linked to the matching contact by sender address, and to the order as well when an order or invoice number appears in the subject.
For individual folders you can decide that every new mail becomes a ticket, a lead or a purchase invoice. A supplier's invoice lands in the purchase invoice register and a customer's request lands in support, without anyone forwarding it.
What the module does in detail
Mailboxes and fetching
- IMAP accounts with folder structure and subfolders
- New mail every 15 minutes or at the push of a button
- Read status is taken over from the server
- Own SMTP server per account, passwords stored encrypted
- One account can belong to several users, for example a shared sales mailbox
Linking to contact and order
- Senders and recipients are matched against the email addresses of your contacts
- An order, invoice or commission number in the subject links the mail to the order
- Mails sent from within a record are attached to it automatically
- Communication shows on the contact, the address, the order, the ticket and the lead
Folders with automation
- A ticket from every new mail of a known sender, with attachments and an optional automatic reply
- Replies to a notification become a comment on the existing ticket instead of a new one
- One purchase invoice per attachment, with the supplier taken from the sender address
- A lead from mails of known senders
- The same actions by hand from the mail view
Writing with templates
- Email templates with subject, HTML and text part, in several languages
- Placeholders filled with data from the record when sending
- Templates with fixed recipients and attachments, linkable to order types
- Print mails or save them as PDF
Attachments and search
- Attachments are stored as files on the record
- Blocked files are skipped when fetching
- Full text search across mails
A supplier invoice and a customer request on the same morning
Accounting has a folder for invoices in the shared mailbox with purchase invoice creation switched on. A supplier sends an invoice as PDF. On the next fetch Nuxbe creates a purchase invoice from it, with the supplier taken from the sender address, and it waits in the purchase invoice register for review and approval.
At the same time a customer writes to support. Ticket creation is active for that folder, so a ticket with the attachments is created and the customer gets the automatic confirmation. When they later reply to a message about the ticket, the reply lands as a comment on the same ticket.
A third mail mentions an invoice number in the subject. It is linked to the customer and the order, and everyone who opens the order sees it there.
Where the module stops
The core does not include an OAuth sign in for Microsoft 365 or Gmail. Microsoft 365 is covered by separate premium packages.
Permissions are granted per mailbox, not per folder. The module does not process calendar invitations, and reports such as open rates or click statistics are not part of it. Newsletters are covered by the Mailing package.
Frequently asked questions
- Can Nuxbe create tickets from emails automatically?
- Yes. Switch on ticket creation for a folder, and every new mail from a known sender becomes a ticket with its attachments. Replies to ticket messages are added as comments.
- Are invoices from the mailbox taken over automatically?
- Yes. In a folder with invoice creation switched on, every attachment becomes a purchase invoice and the supplier is taken from the sender address. It is then reviewed and approved in the accounting module.
- Which mailboxes can be connected?
- Any mailbox with IMAP access, and mail is sent over SMTP. One account can be assigned to several users.
- How often is new mail fetched?
- Every 15 minutes by default, and by hand at any time.
Less forwarding, more done
We show you how your mailboxes work together with Nuxbe