How to Send Customer Letters

How to Send Customer Letters

The first step for sending letters or postcards to your customers is to create the letter you want to send or assign one of the pre-made ones. Here’s how: 

  1. Click on Marketing 
  2. Choose one of the options at the bottom of the marketing letters window that opens. You can create your own, original letter or edit an already existing one then click the Close button
  3. To mail or email a letter/postcard to a customer, go into their customer record by either using the Customer Search icon or clicking on their name in the upper left corner of their RO 
  4. On the left side of the window that opens, click on the blue Letters link 
  5. Click on the Assign Postcard/Letter to Send button towards the bottom of the window and choose the pre-made letter by highlighting it in the list and clicking the Select button 
  6. Click the OK button at the bottom right to close the window

Now you are ready to print and send the letter/postcard to your customer: 
  1. Click on the Send Mail icon (mailbox). A window will open with all of the customers’ letters that are ready to be sent
  2. To send a letter/postcard to one or a few customers, click in the To Print column to the left of their name(s)
  3. To send to all customers, click on the Select All button at the bottom of the window then click the Print Letters button
  4. The print box will open and you can check the boxes regarding mailing labels, or leave them unchecked
  5. In order to preview your letter before printing it, click on the Show Me The Letters Before I Continue box
  6. From the Report Preview window, you can choose to Save as a PDF or Email as a PDF
  7. To finish printing the letter, close out the Report Preview window and click the Print button

    • Related Articles

    • How to Send Text Messages

      To be able to send text messages, you must first set up your email in MaxxTraxx see: Email Setup Open the customer's record Click on the Phones link in the list on the left side of the window Either click the Add Phone button to add the customer’s ...

    • Customer Record / Customer Options

      The Customer Record Options procedure explains how to use the various features available with the Customer Options buttons. The main function of the Options button in the Customer Record is to manage the Accounts Receivable transactions for the ...

    • How to Find the history of the Customer's Parts Counter Purchases

      Click on Customer Search button (red car Icon) Enter the first few letters of the Customer's last name (no need to place your cursor in the Name Locator box, once you've clicked on Customer Search you can just start keying in the letters) It's a ...

    • Scott Systems Customer Billing Portal Link

      Click on this link to access your Scott Systems Customer Portal. From there you can view your recent invoices, payments and print out your statements at any time. In addition, you can update your Credit Card and Bank Information as well as pay your ...

    • Add Customer Deposit to a Parts Counter Invoice Temporarily

      If a customer wants a printout of the deposit they made on a Parts Counter Invoice, you can "temporarily" create a line item for the deposit. It will subtract from the amount they owe, giving them the current balance, and can also be printed. Here's ...