Email Integration

What is the Email Module?

The Email module connects Tawridy to professional email delivery services (Resend or ZeptoMail) to send branded, transactional emails directly from the platform. Every outbound email uses your organization's branded template with logo, colors, and footer, ensuring a consistent professional appearance. Emails are tracked end-to-end with delivery and open status, and all correspondence is threaded by entity so your team always has the full communication history in context. Whether you are distributing an RFQ to ten suppliers or sharing an invoice with a customer, the Email module handles it seamlessly.

How It Connects

Direction	Module	Relationship
In	RFQs	RFQ details populate the distribution email sent to shortlisted suppliers
In	Purchase Orders	Approved POs are emailed to suppliers with the bilingual PDF attached
In	Quotations	Customer quotations are sent via email with PDF attachment
In	Invoices	Customer and supplier invoices are shared via email
In	Suppliers	Supplier email addresses and contact preferences
In	Customers	Customer email addresses and contact preferences
Out	Thread View	All sent and tracked emails are logged under the related entity
Out	Reports	Email engagement metrics (open rates) contribute to Supplier Scorecard

Step-by-Step Guide

Initial Setup

1. Navigate to Admin > Settings > Integrations > Email.
2. Select your Email Provider: Resend or ZeptoMail.
3. Enter your API Key from the provider's dashboard.
4. Configure the From Address (e.g., procurement@yourcompany.com) and From Name.
5. Upload your Email Template or customize the default Tawridy-branded template with your logo and brand colors.
6. Click Send Test Email to verify the configuration.
7. Optionally, configure a Reply-To Address for receiving responses.

Sending an RFQ via Email

1. Open an RFQ and go to the Suppliers tab.
2. Select the suppliers you want to invite and click Send via Email.
3. The system composes an email using the RFQ Distribution template, populating item descriptions, quantities, specifications, and the response deadline.
4. Preview the email. Edit the subject line or body text if needed.
5. Click Send. Each supplier receives an individual email (not CC'd together).
6. Track delivery status in the Communication tab of the RFQ.

Sending a Purchase Order

1. Open an approved PO and click Share > Email.
2. The bilingual PDF is auto-attached.
3. The PO Sending template is pre-filled with PO number, supplier name, and key terms.
4. Preview and click Send.

Sharing a Quotation or Invoice

1. Open the Quotation or Invoice record.
2. Click Share > Email.
3. Select the recipient (customer or supplier).
4. The corresponding PDF is attached automatically.
5. Preview, customize the message if needed, and click Send.

Viewing Email Threads

1. Open any entity (RFQ, PO, Quotation, Invoice, Supplier, or Customer).
2. Navigate to the Communication tab.
3. All emails related to this entity are displayed in chronological order.
4. Each email shows: subject, recipient, timestamp, and status (Sent, Delivered, Opened).

Key Fields Explained

Field	Description
email_provider	The configured delivery service: Resend or ZeptoMail.
api_key	Authentication key for the email provider. Stored encrypted in settings.
from_address	The sender email address displayed to recipients (must be verified with the provider).
from_name	The sender display name (e.g., "Tawridy Procurement" or your company name).
template_id	Identifier for the email template used (RFQ Distribution, PO Sending, Invoice Sharing, etc.).
thread_entity	The entity type this email is linked to: RFQ, PO, Quotation, Invoice, Supplier, or Customer.
thread_entity_id	The specific record ID the email thread is associated with.
status	Delivery status: Queued, Sent, Delivered, Opened, or Bounced.
opened_at	Timestamp of when the recipient first opened the email (if tracking is enabled).

Tips & Best Practices

TIP

Verify your sending domain (SPF, DKIM, DMARC records) with your email provider to maximize deliverability and avoid spam filters. Both Resend and ZeptoMail provide step-by-step domain verification guides.

TIP

Use the Opened status to prioritize follow-ups. If a supplier opened your RFQ email but has not responded within 48 hours, a targeted follow-up is more effective than a generic reminder.

WARNING

Emails marked as Bounced indicate an invalid or unreachable email address. Update the contact's email address in the Supplier or Customer record before resending. Repeated bounces can harm your sender reputation.

• Customize your email templates to include your organization's logo and footer with contact details. Professional-looking emails improve supplier response rates.
• Use the BCC feature sparingly. For RFQ distribution, Tawridy sends individual emails to each supplier to maintain confidentiality.
• Monitor your email provider's dashboard for sending limits and adjust your distribution batch sizes accordingly.
• Keep the From Address consistent across all communications to build recognition and trust with your contacts.

FAQ

Q: Can I use my own SMTP server instead of Resend or ZeptoMail? A: Currently, Tawridy supports Resend and ZeptoMail as email providers. Custom SMTP support may be added in a future release. Both supported providers offer generous free tiers and enterprise-grade deliverability.

Q: Are email open tracking rates accurate? A: Open tracking relies on a tiny invisible pixel embedded in the email. Most email clients load this pixel, but some (especially those with privacy settings) block it. Treat open rates as directional indicators rather than exact counts.

Q: Can I send bulk emails to all my suppliers? A: Yes, but through the RFQ or PO workflow rather than as a standalone blast. Tawridy is designed for transactional, context-specific emails, not marketing campaigns.

Q: What happens if my email provider's API key expires? A: Outbound emails will fail with an authentication error. The system displays a warning banner in the admin panel. Generate a new API key from your provider's dashboard and update it in Admin > Settings > Integrations > Email.

Q: Can recipients reply to Tawridy emails? A: Replies go to the configured Reply-To address. These replies are not currently captured in Tawridy's thread view. For bidirectional communication, consider using the WhatsApp integration or check your Reply-To inbox regularly.