Most customers have more than one person who touches your paperwork. There's the name on the account, the site supervisor who signed the contract, the bookkeeper who actually pays you, and sometimes a purchasing manager who approves quotes. They are not the same people, and they should not all get the same email.
PortaPro lets you say once, per customer, who gets what.
The three subscriptions
| Subscription | What it sends |
|---|---|
| Billing | Invoices, statements, receipts, payment reminders, deposit notices |
| Service | Service reports |
| Sales | Quotes |
A contact subscribed to an audience receives every email in that audience — automatically, with no per-send clicking. They are also pre-checked on the matching send screen when you email something by hand. A contact can hold any combination: your bookkeeper might be Billing only, your site supervisor Service only, your main contact all three.
Setting it — the grid
Open the customer, go to Sites → Rate Card, then either the Manage link on the recipients line or ⋮ → Email recipients.
One grid: rows are the company address plus every contact, columns are Billing / Service / Sales. Tick the boxes. A live line at the bottom shows exactly what each audience would email, so there's no guessing.
The same grid opens from a Manage recipients link inside the quote sender, the service-report sender, the invoice wizard's Recipients step, and the cycle-draft review — so you can fix routing the moment you notice it's wrong.
Setting it on the contact
The same three switches live on the contact under Receives email, in both Add Contact and Edit Profile. They are the same settings as the grid.
The defaults do most of the work. Choosing Billing as the contact type subscribes that person to Billing and Sales; choosing On-Site subscribes them to Service; marking a contact primary subscribes them to Billing and Sales. Change any of it before saving.
A contact with no email address can't subscribe — the switches stay disabled until you add one.
The company email
The email on the customer profile is a recipient too, subscribed to all three audiences by default. For most accounts that's correct.
Untick an audience when the profile address is a generic inbox — `info@`, `frontdesk@`, a shared reception address — and that kind of mail belongs to a named person instead. Unticking changes where mail goes; it does not blank the address.
This is not the same as Do Not Email. Do Not Email suppresses *marketing* — campaigns, review requests, greeting cards — and never blocks invoices or other transactional mail. Subscriptions decide *who* transactional mail reaches. A customer can be marked Do Not Email and still be invoiced normally.
Overrides
Anywhere you can type an address, what you type wins for that one send. Subscriptions are the default, never a floor — PortaPro will not quietly add someone back after you've removed them from a specific send.
To make a change permanent, use the Manage recipients link on any send screen.
When nobody is subscribed
An audience can resolve to nobody. Nothing is silently dropped: the grid warns you before saving and the send screens say so plainly. For invoices, the document is still issued — it flips to *open* and reads Not Sent — so you can download the PDF and mail it.
Emailing a service report
Open the customer's Service Reports tab, open the report's ⋮ menu and choose Send. It goes to the Service recipients as a PDF, with an optional message. The address field is editable for one-off recipients such as a general contractor or an inspector.
Troubleshooting
"I added a contact but they aren't getting anything." Check the badges in the contacts list. No badges means no subscriptions. Confirm they have an email address.
"Someone is getting invoices and I don't know why." Open the grid — the Billing preview line is the exact list, company address included.
"My on-site guy can see our pricing." He's subscribed to Billing. Untick Billing, tick Service instead.
"I unchecked someone on a send screen but they got the next one." Send-screen checkboxes apply to that one send. Use Manage recipients to change it permanently.