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Compose and send an email

Write, preview, and send an email with attachments from a Neptune record.

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Compose and send an email

  1. Open the email composer.
  2. Choose the contact in To.
  3. Choose a template, or write the email without one.
  4. Enter the Subject.
  5. Write and format the email content.
  6. Open Additional fields if you need to change the sender, add CC recipients, send a copy to the sender, or attach files.
  7. Click Preview email.
  8. Check the recipient, subject, content, attachments, design style, and sender signature.
  9. Click Send email.

After sending, Neptune adds the outgoing email to the record’s email conversation and updates its delivery status.

Open the email composer

You can start an email from several places:

  • Open a customer or lead and click Email.
  • Open the Emails tab on a customer or lead.
  • Open a job and click Email to keep the outgoing email with the job as well as the customer.
  • Open a conversation from Messages and click the reply button.

When you reply from a conversation, Neptune uses the existing thread and normally addresses the email to the latest incoming sender.

Before you start

  • Check that the customer or lead has a valid contact email address.
  • Check that the selected sender’s name and email address are correct in Neptune.
  • Create an email signature if you want to include one.
  • Create email templates for messages your team sends regularly.
  • Upload any reusable brochures or files before composing the email. See Files.

Use the additional fields

Open Additional fields in the composer to use these options:

  • CC: Enter additional recipients separated by commas.
  • From: Use your organisation’s shared sender, or choose your own address when it is available.
  • BCC myself: Send a hidden copy to the selected sender’s inbox.
  • Attachments: Add available customer uploads, documents, or brochures. To include several proposal options in one email, see Send multiple proposal options.
  • SMS backup: If available, send a short follow-up SMS asking the recipient to check their inbox or junk folder. See Email SMS backup.

Select the information icon beside From to preview the address Neptune will use.

Choose the email design and signature

The preview step lets you check the final email before sending.

  • Plain uses a simple email layout.
  • Branded uses your organisation’s logo and styling. It is available when an organisation logo has been uploaded.
  • Sender signature adds the selected sender’s saved signature.

A template can set the default design and signature choice. You can change those choices for an individual email during preview.

Use AI to improve a draft

When available, use AI Assist to fix spelling and grammar, change tone, or expand notes into an email. The AI button beside Subject can suggest a subject from your message. Review the result before sending.

Some accounts also have Draft with AI in the AI Assist menu. Open it, select Add source to choose messages and files, then ask the assistant to draft or refine your email. See AI Email Assistance for source selection, applying or undoing suggestions, and allowance errors.