How do I courtesy copy other contacts when I submit the Estimate for approval via email?

How to Courtesy Copy (CC) Other Contacts When Submitting an Estimate for Approval via Email

Overview

When sending an Estimate for approval via email in Contractor Foreman, you may want to include additional recipients for visibility—such as a project manager, team member, or external stakeholder. This can be done easily using the courtesy copy (CC) feature available in the email window.

This article walks you through the full process of adding CC recipients when emailing an Estimate, including how to select from your Directory or manually add new addresses.

Step-by-Step Instructions

1. Open the Estimates Module

• From the main Menu, select Estimates under the Financial section.

• Locate the Estimate that you want to send for approval.

2. Open the Estimate and Prepare to Email It

• On the right corner click the View/Email PDF button.

• This will generate the Estimate PDF and prepare it for sending.

3. Click the Email Icon

• First, select a template.

• Once the PDF preview loads, look for the Email (envelope) icon—usually located at the top-right of the PDF viewer.

• Click this icon to open the Email Sending Window.

4. Select Recipients from the Directory

• When the Email Window opens, you’ll see your Directory of Contacts.

• Select the main recipient (such as the client or approver) by checking the box next to their name.

• To courtesy copy (CC) other contacts, simply check additional boxes next to the people you want copied.

5. Add Additional Recipients Manually (Optional)

• You can also CC individuals who are not listed in your Directory.

• In the “CC” field, type their email address manually.

• You can include multiple addresses separated by commas.

6. Finalize and Send the Email

• Review the subject line and message body.

• Confirm that all recipients and CCs are correctly listed.

• When ready, click Send to email the Estimate for approval.

Important Notes

• Directory Integration: Your Directory automatically lists all client, lead, and company contacts. Keeping it updated ensures faster selection when emailing.

• Manual Entry: Manually entered email addresses will not be automatically added to your Directory; if you send to them often, consider adding them manually later.

• CC vs. BCC: Contractor Foreman’s Estimate email tool currently supports CC, but not BCC.

• Attachments: The PDF version of the Estimate is automatically attached to the email.

• Audit Trail: All sent emails and recipients are logged under the Estimate’s Activity History for reference.

Best Practices

• Always include your own email as a CC for recordkeeping.

• Use CCs sparingly to keep communication focused on relevant stakeholders.

• Before sending, double-check that client emails are correct and up to date.

• If your company follows an approval hierarchy, include supervisors or managers as CCs to ensure proper visibility.