Turn Everyday Emails into Powerful Client Communication with BOS Enterprise

Communicate Smarter from the System You Already Use

You may already use BOS Enterprise every day to email client transactions, documents, or service-manager status updates. With the right setup, those everyday emails can become a more consistent, professional way to communicate with customers, suppliers, and staff.

Email templates make it easy to customise the subject line and message text before sending. BOS Enterprise also lets you create more than one template for the same transaction, so your team can choose the message that best fits the client or situation.

You can also customise your email stationery globally or per template, giving your business control over how each communication looks and feels.

Reach the Right Audience with Contact Groups

Beyond standard transactional messages, the Email module helps you send polished, personalised communication to selected groups — for example, sharing an updated price list or important customer notice.

Follow these steps to send mass communication to clients:

First create a contact group. These are the people who will be receiving the email.

1. Navigate to your email interface (e.g. Main Menu > Office > Email).

2. Click Menu (button) > Edit Contact Groups.

3. On the new screen that is opened click New (button) and complete these fields:

   1. Name = Type a name for the contact group (e.g. Customers – Price Lists).

   2. Static = Check the checkbox if you want to manually select the recipients. Adding recipients manually is time-consuming but gives you absolute control on who will receive the email. However, remember to edit the list when recipients change. Alternatively, leave the checkbox unchecked to populate the list of recipients using SQL.

4. If the checkbox next to Static is checked: Click Add Recipient (button).

   1. Select a name from the dropdown list and tab across the other fields. The information will automatically be filled in.

   2. Continue adding records.

   3. Click Save (button).

5. If the checkbox next to Static is unchecked: Click the button on the top row named Edit SQL. If the button is not there, check that the checkbox is unchecked and click Save (button).

   1. On the SQL interface click Template (button).

   2. A template for SQL is displayed on screen. This template shows you an example of creating a contact list that contains customers, suppliers, and staff. However, it might be more useful to create three separate contact groups.

   3. To create the separate contact groups, delete the two sections that aren’t applicable. For example, to only create a group for Customers, delete everything starting from Union all. Union all is the command to join the lists. Since we’re not joining them, we don’t need that command.

   4. Edit the SQL as needed (see the examples below).

   5. Click Test (button) to ensure everything is correct.

   6. Click the arrow next to SQL Editor to return the contact lists.

Fine-Tune Your Contact List with SQL

If the SQL code works, the contact list will populate with data. If no data appears and there are no test errors, the statement is running but none of the conditions are being met.

The test feature checks the names, and the structure of the SQL query. For example, From CPYSTAFF CS tells the query which table to use and assigns it the abbreviation CS. In the table list, scroll to CPYSTAFF and click it. The block below will show the available fields, which you can compare with the fields used in your SQL. For example, if the query refers to LISTNAME, the table should contain a field with that exact name. The query should display this as CS.LISTNAME, where CS identifies the selected table. If the name is there, check that the name is not accidentally misspelled on the SQL query.

However, if the SQL cannot match data from one table to the next it will generate a blank list.

If you can’t isolate the error yourself, contact QuickEasy support for assistance. If you prefer a self-help option, copy and paste the code into AI such as ChatGPT, explain that the query is not working, and ask for suggested corrections.

Create Branded Email Templates Once — Reuse Them Anytime

Once your contact groups are ready, create a reusable template that keeps your message on-brand and saves time whenever you need to send a bulk communication.

1. From the email interface, select Templates next to Folder.

2. Click New Template (button).

3. On the email form that opens type a Subject in the Subject Field.

4. On the right is a dropdown list next to Content type. The options are HTML, plain text, or stationery. For purposes of this example, we selected HTML.

5. Click Actions (button) > Edit HTML.

6. Enter the text in the editor, using the two tabs on the left as guides.

   1. The HTML tab gives you list of fields you can use to change the style of your email. For example, <b> means start bold and </b> means end bold. <h1> means start a large heading. </h1> means close the large heading.

   2. The data tab gives you a list of fields you can use to personalise the email. For Example, you can type Dear [FIRSTNAME] [SURNAME] to address the person by their first and last names.

   3. AI can also help you with this step. Tell it what you want to write and ask it to output the result in HTML format. Copy and Paste the solution in the editor in BOS Enterprise. (Remove the icons, because they will send as question marks.)

7. Click the Preview tab at the bottom of the screen to see what the email will look like.

8. If you don’t like the preview, return to the HTML and edit it.

9. When done, click Save (button) and close the popup.

10. On the Email Template, click Save (button) if it is not greyed out.

11. Click Close (button).

Send Polished Bulk Emails with Confidence

After saving the template, you can send it to a selected contact group or start with an individual test contact to confirm that the message displays correctly.

1. Right click any template on the list of templates.

2. Click Create bulk Emailshot on the context menu.

3. Click the template on the list you want to send.

4. Click Next (button).

5. You will see two tabs: Groups and Contacts. You should first send yourself a test email to see that the fields are populating correctly. There might also be a problem with the punctuation if you copied and pasted the text. In this case you can just delete and retype the punctuation marks.

6. Click the group (or name of the contact) you want to send it to on the list.

7. Click Next (button)

8. A screen might appear asking you to select Email or SMS. Select Email. Click Next (button).

9. Click Finish (button).

The emails will be placed in your Outbox. Review them before sending: double-click an email to check the layout, wording, and personalisation fields. When you are satisfied, click Send (button) and confirm that you want to send them. 

Bulk emails are sent in batches of about 350. If you are monitoring the process, you may be prompted to move any failed emails back to the Outbox and send the next batch. If you are not monitoring the process, check the Failed folder afterwards, move any batch-related failures back to the Outbox, and send them again. At the end, review any remaining failures, as these may be caused by invalid or missing email addresses rather than the batch limit.

Put the Email Module to Work for Your Business

The email notifying you about this blog was sent using BOS Enterprise, demonstrating that the tools described above aren’t just features on a list, they’re practical tools your team can use every day to improve client communication.

With contact groups, reusable templates, personalisation fields, and bulk emails, you can cut down on repetitive admin, maintain a consistent professional brand, and keep clients informed without reinventing the wheel every time you need to send an update.

So, why not put BOS Enterprise to work? Create a contact group, build a simple test template, and send your first bulk email. You may be surprised at how quickly a few simple tools can turn time-consuming client communication into a faster, more consistent process. Start experimenting today and see what BOS Enterprise can do for your business.