Email Integration & Management
Professional email integration directly in your ERP system with intelligent automation
ContactTransform Your Email Communication
Email remains the backbone of business communication, yet managing it effectively alongside other business processes is often challenging. The Nuxbe Email module bridges this gap by integrating email functionality directly into your ERP system, creating a unified communication hub where emails automatically connect with customers, orders, tickets, and projects. Instead of constantly switching between your email client and business systems, everything flows together seamlessly, providing complete context for every communication and ensuring nothing falls through the cracks.
What makes this integration powerful is its intelligence. The system doesn't just store emails—it understands them. Incoming emails are automatically analyzed, matched with existing contacts and companies, linked to relevant orders or tickets, and even processed for actionable content like invoice attachments. This contextual awareness means your team always sees the full picture when communicating with customers or vendors, leading to faster response times, better decision-making, and improved customer satisfaction.
Beyond basic email management, the module provides sophisticated features like shared team mailboxes, email templates with dynamic content, automated workflows, and comprehensive tracking. Whether you're managing customer support inquiries, processing supplier invoices, or coordinating project communications, the email module adapts to your workflows and enhances productivity across your entire organization. It transforms email from a separate communication channel into an integral part of your business operations.
Key Features
Powerful tools designed to streamline your email communication
IMAP Integration & Mailbox Synchronization
The Email module connects seamlessly with your existing email accounts through standard IMAP protocol, supporting all major email providers including Gmail, Outlook, and any custom email server. Once configured, the system automatically synchronizes your mailboxes, pulling in new messages in real-time and maintaining perfect synchronization between Nuxbe and your email server. This bidirectional sync means emails sent through Nuxbe appear in your regular email client's sent folder, and messages you send from your phone or desktop email client are visible within Nuxbe, ensuring consistency across all devices and interfaces.
The integration supports multiple mailboxes, allowing you to manage personal mailboxes, department-wide addresses like support@yourcompany.com, and shared team mailboxes all within the same interface. Advanced filtering and folder mapping let you control which emails sync into Nuxbe and how they're organized. For businesses with complex email structures, the system handles nested folders, labels, and IMAP extensions gracefully. SSL/TLS encryption ensures all email communications remain secure during transmission, meeting enterprise security requirements while maintaining the convenience of integrated access.
Intelligent Automatic Assignment & Context Linking
When emails arrive, Nuxbe's intelligent processing engine analyzes sender addresses, subject lines, and content to automatically connect them with the appropriate business records. Emails from known customers are instantly linked to their contact and company records, appearing in their communication history without any manual filing. If an email references an order number, project code, or ticket ID, the system recognizes these references and creates automatic associations, so when viewing an order, you immediately see all related email communications in chronological context.
The assignment logic extends beyond simple matching—it's programmable and contextual. You can define rules that automatically assign incoming emails to specific team members based on criteria like sender domain, subject keywords, or time of receipt. For customer support scenarios, emails can trigger automatic ticket creation with the email content becoming the ticket description, attachments preserved, and the sender automatically linked as the customer contact. This automation eliminates the manual sorting and filing that traditionally consumes significant administrative time, allowing your team to focus on actual communication rather than email organization.
Email Templates & Response Automation
Responding to common inquiries efficiently requires consistency and speed. The template system provides a library of pre-written email templates for frequent scenarios—order confirmations, shipping notifications, meeting requests, or support responses. These aren't static text blocks but dynamic templates that can include placeholders for customer names, order details, product information, or any other data from your ERP system. When composing an email, selecting a template automatically populates it with contextual information from the related customer, order, or ticket, creating personalized messages in seconds.
Templates support rich formatting, embedded images, and file attachments, allowing you to create professional communications that maintain brand consistency. The template library is organized by category and can be searched instantly, making it easy to find the right template for any situation. For organizations with multilingual customers, templates can be created in multiple languages, with the system automatically selecting the appropriate language based on customer preferences. Version control tracks template changes over time, ensuring you can audit what communications were sent and when template modifications were made.
Comprehensive Email Tracking & History
Every email sent or received through Nuxbe becomes part of a permanent, searchable communication history. This complete timeline provides invaluable context for customer interactions—when a customer calls with a question, any team member can instantly see the entire email conversation history, including who said what and when, eliminating the awkward situation of asking customers to repeat information they've already provided. The tracking extends to email opens and link clicks, giving you insight into which communications customers are actually reading and engaging with.
Advanced search capabilities let you find emails based on any criteria—sender, recipient, date range, subject keywords, attachment names, or even content within the email body. All emails are automatically backed up and archived, meeting compliance requirements for industries that must retain communications for regulatory purposes. The system maintains original email headers and metadata, preserving complete forensic information that may be important for legal or compliance situations. This comprehensive tracking transforms email from ephemeral communication into a valuable business asset that informs decision-making and protects your organization.
Real-World Applications
Customer Support Team Managing High Email Volume
A growing software company receives hundreds of support emails daily across multiple support addresses. Before implementing Nuxbe's email module, their support team struggled with emails falling through the cracks, duplicate responses to the same customer, and lack of visibility into who was handling what. With the integrated email system, every incoming support email automatically creates a ticket, assigns it to the appropriate team member based on product area or customer tier, and ensures no message goes unanswered.
The complete communication history means when customers follow up, any support agent can see the entire conversation thread and context from the original ticket, previous orders, and related product information without asking the customer to repeat themselves. Email templates for common issues enable faster responses while maintaining quality and consistency. The tracking dashboard shows which tickets have pending email responses, ensuring SLAs are met. What was once chaotic email management becomes an organized, efficient support operation where customers receive faster, more informed assistance.
Accounts Payable Processing Supplier Invoices
A manufacturing company receives hundreds of supplier invoices via email each month, traditionally requiring manual downloading, filing, and data entry into their accounting system. With Nuxbe's email integration, invoices arriving as PDF attachments are automatically detected, extracted, and processed into the accounts payable module. The system recognizes which supplier sent each invoice based on the sender address, matching it with existing vendor records and even attempting to match invoice line items with outstanding purchase orders.
Accounting staff receive automated notifications when invoices arrive, can review the automatically extracted data for accuracy, make corrections if needed, and route invoices through approval workflows—all without leaving Nuxbe or manually handling PDF files. The complete email thread associated with each invoice is preserved, so when questions arise about invoice terms, delivery dates, or quantities, the original communication is immediately accessible. What once took hours of manual processing now happens largely automatically, freeing accounting staff to focus on analysis and exception handling rather than data entry.
Sales Team Coordinating Complex B2B Deals
A B2B sales organization manages complex deals involving multiple stakeholders, lengthy negotiation cycles, and numerous email exchanges. The integrated email system ensures every communication with prospective customers is automatically associated with the appropriate opportunity in the CRM, creating a complete narrative of the sales process. When the primary sales rep is unavailable and another team member needs to step in, they can review the entire email history to understand exactly where negotiations stand, what's been promised, and what concerns the prospect has raised.
Email templates for proposal transmittals, follow-up sequences, and contract negotiations ensure consistency across the sales team while saving time. The tracking capabilities show which prospects have opened proposal emails and clicked on pricing links, providing valuable signals about engagement level that inform follow-up timing and strategy. When deals close and transition to customer success teams, the complete email history transfers seamlessly, ensuring nothing is lost in the handoff. This integration transforms email from scattered individual communications into a strategic sales asset that improves conversion rates and customer experience.
Technical Capabilities
The Email module is built on industry-standard protocols, primarily using IMAP for mail retrieval and SMTP for sending, ensuring compatibility with virtually any email infrastructure. The system implements connection pooling and intelligent synchronization strategies to minimize server load while maintaining real-time responsiveness. Email parsing handles complex MIME structures, correctly processing multi-part messages, inline images, various attachment types, and international character encodings. The module respects email threading conventions, preserving conversation structure and reply chains for better context and readability.
Security is paramount in email handling. All connections use TLS/SSL encryption, OAuth 2.0 authentication is supported for providers that require it, and stored emails are encrypted at rest. The system implements comprehensive access controls, ensuring users only see emails they're authorized to access based on customer assignments, team membership, and role permissions. Spam filtering and malware scanning can be integrated with third-party services, protecting your organization from email-borne threats. For compliance-heavy industries, the module supports legal hold functionality, preventing deletion of emails subject to litigation or regulatory investigation.
The architecture is designed for scale and performance. Asynchronous processing ensures that email synchronization doesn't impact system responsiveness, with background workers handling mail retrieval and processing in parallel. The system can manage thousands of mailboxes and millions of emails while maintaining fast search and retrieval performance through optimized indexing and caching strategies. Webhooks and API endpoints allow external systems to trigger email sends, query email data, or receive notifications of incoming messages, enabling integration with marketing automation platforms, CRM systems, or custom applications. This technical foundation ensures the email module can serve as both a standalone email solution and a central hub in a larger communication ecosystem.
Unify Your Email Communication
See how integrated email management can transform your business operations