A new feature has been added to RentHQ which will enable tenant and owner statements to be sent via email.
For this feature to work, the primary contact for the owner or tenant needs an email address. Is they dont have an email address, that tenant/owner is not sent an email, but the ones who do, will.
You also need to create a new mail merge letter to send to the tenant or owner. This will determine what the email looks like. As part of the update, 2 new sample letters have been created called the New Tenant Statement and the New Owner Statement letters. You can either modify these letters or create new letters. The main new feature of these letters is the Statement URL item that can be inserted. Note that the name of the letter will also be used as the email subject.
The sample letter will look something like this. Note the url in this sample does not work.
Hi Joe Bloggs
A new statement has been generated for you.
You can download your statement from here https://www.renthq.net/Clients/xxxxxxxx/Attachments/Tenant/yyyyyyy/Statement_06Apr2012.pdf
When the email is sent, the email letter will contain a web site URL which they can use to access the original PDF file. The PDF file is not attached to the email.
Emails are not send by default when the report is generated. To get the email sent, on the report print screen, you need to specify you want to generate separate files for each owner/tenant, and also that you want to send emails. You then also get to specify which mail merge letter to send to the owner/tenant. The system will remember the mail merge format used for the next time you print a statement. You will need to have different letters for tenants and owners.