Emails to Suppliers

In this article, we'll learn about the different emails which Suppliers receive, and provide samples and scenarios explaining how and when these emails are sent.

In this article:

Requests
Operations

Requests

Request emails are notifications to Suppliers indicating the status of a rental Request. These emails are designed to delivery all of the critical information Renters normally have to deliver over a series of emails, phone calls, and text messages. 

RFQ Notification to Suppliers (#7)

Who Receives it: Any Supplier Contact

When is it Sent: When a Renter sends an RFQ to any Supplier Contact 

Why is it Sent: This notifies a Supplier Contact to respond to your RFQ and also to register if they don’t already have a (free) IronUp account.

This email is sent to Supplier Contacts when a Renter sends them a Request for Quotes. It notifies the Supplier that an RFQ is waiting and shows them how to create their free IronUp account to respond to a Request, if they don’t already have an active account.

See a sample of this email below!

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RFQ Notification Supplier Declined (#8)

Who Receives it: Any Supplier Contact

When is it Sent: When a Renter Declines a Supplier's Quote

Why is it Sent: This notifies a Supplier Contact that the Renter has declined their Quote.

This email is sent to Supplier Contacts when a Renter declines their quote. This action is either active, where the Renter chooses to specifically decline a quote, or passive, where the Renter selects another Supplier as the winner. 

See a sample of this email below!

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RFQ Notification Supplier Selected as Winner (#9)

Who Receives it: Any Supplier Contact

When is it Sent: When a Renter Selects a Supplier's Quote

Why is it Sent: This notifies a Supplier Contact that the Renter has accepted their Quote.

This email is sent to Supplier Contacts when a Renter accepts their quote. This initiates a request for document transfer and instructs the Supplier on how IronUp will work for managing their rental agreement. 

See a sample of this email below!

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Existing Rental Notification to Supplier (#23)

Who Receives it: Any Supplier Contact

When is it Sent: When a Renter Adds an Existing Rental Agreement to IronUp

Why is it Sent: This notifies a Supplier Contact that the Renter has begun managing an Existing Rental Agreement in IronUp.

This email is sent to Supplier Contacts when a Renter loads an Existing Rental Agreement into IronUp. This email is entirely optional - Renters may choose to opt-out of sending this on every new Existing Request they create. 

See a sample of this email below!

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Operations

Operational emails to Suppliers are much more transactional than the Request emails, and are designed to quickly and efficiently deliver notices and requests to your Supplier partners. Suppliers are busy supporting your operations, so these emails deliver a lot of information in the Subject and the first few lines to ensure nothing's missed.

Supplier Reminder of Upcoming Delivery (#15)

Who Receives it: Supplier Contact Associated with an active Request

When is it Sent: The morning of a scheduled rental delivery

Why is it Sent: This email reminds a Supplier of the scheduled delivery and provides resources for managing the process through IronUp.

This email is sent to a Supplier the morning of any scheduled delivery. It contains key details about the rental agreement, and includes the delivery location and map link - very handy for Suppliers to forward to the delivery team just in case. 

See a sample of this email below!

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Supplier Notification of Service Issue (#17)

Who Receives it: Supplier Contact Associated with an active Request

When is it Sent: When a Renter sends a Service Issue Request to a Supplier

Why is it Sent: This email notifies a Supplier contact that an asset on a project requires service. 

This email is sent to a Supplier when a Renter submits a service request for an asset. It relays a personalized message from the Renter, as well as delivering all of the necessary information to send a repair team or a trailer to the jobsite. 

See a sample of this email below!

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Supplier Invoice Request (#20)

Who Receives it: Supplier Contact Associated with an active Request

When is it Sent: When a Renter submits the final call off for assets associated with a Request

Why is it Sent: This email notifies a Supplier contact that the rental agreement has concluded and they are ready to receive the final invoice.

This email is sent to a Supplier when a Renter submits the final assets associated with a Request have been called off. It relays a simple message to the Supplier contact with the Request details and instructions for how to upload invoices using IronUp. 

See a sample of this email below!

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