Settings: Customers & messaging

Customers & messaging decides how you reach customers and staff: by email, SMS, WhatsApp or app alerts, what the messages say, and when they go out.

Shared by all your businesses

These settings apply to your whole account. Each business adds its own signature to messages. That’s set in Settings › Documents & printing › Notification signatures.

Channels

Email settings

Settings › Customers & messaging › Email settings. Not available on Lite. Send customer emails from your own address instead of BytePhase’s.

Option	What it does	Default	Plan	Changes existing records?
Email provider	Pick Google, Microsoft, iCloud, GoDaddy, Hostinger or another provider. For known providers, the Email host and Email port are filled in for you	Not set: emails come from BytePhase’s address	Basic and above	No
Email, App password and the name customers see	Your email login. Most providers need an app password, not your normal password	Empty	Basic and above	No

See Send email from your own address.

SMS

Settings › Customers & messaging › SMS shows the SMS you’ve sent and your SMS credits. See SMS credits and providers.

Message logs

Settings › Customers & messaging › Message logs lists every email, SMS and WhatsApp message BytePhase sent or prepared, and whether it went through. See Message logs.

What is sent

Notification templates

Settings › Customers & messaging › Notification templates. On a computer only. Edit the wording of each email, SMS and WhatsApp message. See Notification templates.

When it is sent

Reminder settings

Settings › Customers & messaging › Reminder settings.

Option	What it does	Default	Plan	Changes existing records?
Contract expiry alerts (AMC)	Reminds you before AMC contracts expire	On	Standard and above	No
Job due alerts	Alerts you when jobs are close to their due date	Off	—	No
Task due alerts	Alerts you when tasks are close to their due date	Off	Standard and above	No
Payment reminders to customers	Emails customers who have unpaid jobs or sales, from BytePhase’s email address	Off	—	No
Pickup & drop alerts	Alerts you about upcoming pickups and drops	Off	Basic and above	No
Reminder 1 — days after due date, Reminder 2 — days after due date, Reminder 3 — days after due date	When invoice due reminders go to the customer, counted in days after the invoice’s due date	0, 5 and 15 days	Standard and above	No
Rental payment due alerts, Rental overdue alerts	Alert your team when rent is coming up or late	Off	—	No

The AMC, task and pickup & drop alerts are greyed out until your plan includes that feature and it’s turned on. The invoice due reminders appear under Invoice due reminder settings, on Standard and Enterprise only.

Default notification settings

Settings › Customers & messaging › Default notification settings.

Option	What it does	Default	Plan	Changes existing records?
Default channels per action	For each action (Payment, Bulk payment, Send review, Delivery, Job assignee, Task, Job comment, Job invoice and Quotation), which message types start ticked when staff save it	Varies by action	—	No
Owner alerts	App alerts sent only to the owner, for example Customer viewed a quotation, Payment received above an amount you set, Expense added and Daily report	On	—	No
Employee notifications	App alerts sent to staff, for example Job assigned to me, Task assigned to me, Pickup assigned to me and Daily queue	On	—	No

See Default notification settings.

Customer address settings

Settings › Customers & messaging › Customer address settings. Not available on Lite.

Option	What it does	Default	Plan	Changes existing records?
Default state for new customers	Filled in automatically when you add a customer	Empty	Basic and above	No
Default city for new customers	Filled in automatically when you add a customer	Empty	Basic and above	No