Finance and Management Emails for Entities

Every entity in TrakIT now has three sets of email addresses: General, Finance and Management. Invoices can go to the accounts team while job updates keep going to operations, without workarounds.

The entity edit page now shows three email boxes side by side. Each takes one or more addresses, separated by a comma or a new line.

• General Emails is the email field you already use, under a clearer name. Nothing in it changes.
• Finance Emails is for invoices, statements and payment reminders.
• Management Emails is for the people who should get reports and summaries.

Wherever TrakIT emails an entity, you choose which of the three to send to, and you can tick more than one. An email address listed in two categories receives the email only once. If every category you chose is empty for an entity, TrakIT sends to its General addresses, so nobody is left out.

Where you can choose

Look for General, Finance and Management tick boxes in these places. In the 'send' dialogs, each category also lists its addresses, and a category with no addresses is greyed out.

Where	What you choose	Ticked by default
Event/Data Actions	Entity Emails, for Send Email and Send Documents actions once an entity is picked	General
Advanced Report Subscriptions	Entity Emails, once an Entity Type Subscription is set	General
Broadcast Messages	Entity Emails, under Entity Type	General
Reminders	The categories next to Notify Entity	General
Invoices/Credit Notes	The customer's categories when you generate and email the document	Finance
Receipt Vouchers	The customer's categories when you generate the voucher	Finance
Finance Documents Email	Individual addresses, each labelled with its category	Finance
Quotations	The customer's categories when you generate the quotation	General
Job Documents (Email Docs)	Categories for each party: customer, transporter, freight forwarder and clearing agent	General
Forms (Generate PDF & Email)	Categories for each party on the job	General

When a Finance default is set but the entity has no Finance addresses, General is ticked instead.

Sent automatically

Some emails TrakIT sends on its own now go to the Finance addresses first, and to General when Finance is empty:

• Outstanding invoice payment reminders.
• The contact email sent to your accounting system (Xero or QuickBooks) when entities sync.

Operational emails stay on General: job status updates, pending document reminders and comment notifications.

Getting started

1. Open an entity, click Edit, and fill in Finance Emails and Management Emails.
2. Open an action, report subscription, reminder or broadcast that emails entities, and tick the categories it should use.
3. Send an invoice as usual: the Finance addresses are already ticked.

You can see all three fields on the entity page, in the entity list and in its export. The Email filter on the entity list searches all three.

To fill the fields in bulk, add Finance Email and Management Email columns to your entity import sheet, next to General Email (a column named Email still works).

Form and template designers can print the new addresses with these codes:

Code	Prints
##ENTFINEMAIL##	The entity's Finance addresses
##ENTMGMTEMAIL##	The entity's Management addresses
##INVTOFINEMAIL##	The invoiced entity's Finance addresses
##INVTOMGMTEMAIL##	The invoiced entity's Management addresses

The entity codes also take a party suffix, such as ##ENTFINEMAIL|TRANS## for the transporter, just like ##ENTEMAIL##.



For any questions or concerns, please contact TrakIT Support.