90% of trade communication happens over email — inquiries, quotes, contracts, dunning and complaints. With thousands of emails in a salesperson's inbox, no one can remember "which email mentioned that detail the customer raised last time." SBK's email module integrates with IMAP / Exchange, auto-filing emails to the matching order timeline by sender and order number, sending documents with one click, and keeping all company email compliant and searchable.
Auto-filing + order timeline + document sending + email approval
Integrated with Gmail / Outlook / Exchange / corporate-mailbox IMAP, syncing unread email every 5 minutes
Auto-link to the matching trade order timeline by sender / subject keyword / PI number
Send documents like PI / CI / PL / B/L as attachments in one click, with sending records auto-filed
Bilingual email templates for inquiry replies, dunning and complaint responses, auto-selected by the customer's language
Quote emails / contract emails / claim emails can route through an OA approval workflow, sent after manager review
Full-text search by customer name / subject / attachment name / body keyword finds a 3-year-old email in 10 seconds
Customer emails auto-filed by PI number
Customer Hans sends an email: "Regarding our PI-2026-0123, please change qty from 100 to 120" — the system auto-files it to the PI-2026-0123 order timeline by the PI number in the subject. Next time any salesperson opens this order's detail page, emails, quote history, payment records and production progress are all displayed along the timeline.
Sending a PI to a customer used to mean: export PDF → switch to Outlook → compose email → write subject → write body → attach → cc colleagues → send. Eight steps, at least 3 minutes. SBK sends "email to customer" right from the PI detail page — pick a template, add a note, send, and the sending record is auto-filed.
Tiered permissions + departure retention
The biggest risk when a salesperson leaves is "the customer goes with them" — everything they communicated via personal email is inaccessible to the company. SBK's email module requires salespeople to communicate via company email, auto-filing emails to the company server, so all email stays with the company after they leave.
A customer emails to change quantity from 100 to 120; the system auto-files it to the order timeline, and the salesperson revises the order and confirms by reply.
For customers unpaid at 30 days, the system auto-sends an English dunning email; at 60 days it switches to a Spanish template (more familiar to a Spanish customer).
The full set of document emails sent to the bank before L/C negotiation is filed; if payment goes wrong after negotiation, the email proving presentation can be retrieved.
When a salesperson leaves, all their customer emails from the past 2 years stay on the company server, so a successor grasps the customer context in 30 minutes.
Email is SBK's communication hub, fully connected to CRM / trade / OA
Complete email-management capabilities: multi-mailbox access, auto-categorization, template replies and compliant filing
Email inquiries auto-enter the library and convert to opportunity follow-ups
Customer emails filed to the CRM customer timeline
Send documents by email with one click once generated
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