--- title: "Vendor Drop Off: Automated Email Sequence." description: "Vendor Drop Off: Automated Email Sequence." --- [Skip to content](https://support.palletconnect.com/knowledge-base/vendor-drop-off-automated-email-sequence#main-content) English Show submenu for translations [![logo1\_on\_transparent](https://support.palletconnect.com/hs-fs/hubfs/Logo%20pack/logo1_on_transparent.png?width=300&height=30&name=logo1_on_transparent.png)](https://support.palletconnect.com/knowledge-base?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations How can we help you? - There are no suggestions because the search field is empty. 1. [Pallet Connect](https://support.palletconnect.com/knowledge-base?hsLang=en) 2. [Vendors and Suppliers](https://support.palletconnect.com/knowledge-base/vendors-and-suppliers?hsLang=en) 3. [Vendor Transactions](https://support.palletconnect.com/knowledge-base/vendors-and-suppliers?hsLang=en#vendor-transactions) # Vendor Drop Off: Automated Email Sequence. ```` 1\. This article reviews the various automated emails that can be sent to a Vendor during the drop-off process. **TIP!** Please see related article on Email Settings, this will affect who receives emails and which emails the system sends. **TIP!** Enable Email tracking for details on the status of the email. See related article. `` ![](https://colony-recorder.s3.amazonaws.com/files/2026-01-26/dee94a82-b4e3-463c-b73e-11e67150091c/ascreenshot_67f7ecccf0af41fb888b83ca3ae40446_text_export.jpeg) `` 2\. Once the Vendor Drop Off request has been created the email sequence starts. **NOTE:** On the Current Requests and Pick-up/switch pages of the Vendor section of the menu, the email status is shown for each order. `` ![](https://colony-recorder.s3.amazonaws.com/files/2026-01-26/28f274db-5135-493e-aa22-9adcfcac9618/user_cropped_screenshot_fa01b3fef0744a29a169812f0585062c_text_export.jpeg) `` 3\. **EMAIL 1 REQUEST CONFIRMATION** This shows in the transaction log and on the open request as "confirmation email". `` ![](https://colony-recorder.s3.amazonaws.com/files/2026-01-26/40ccff2b-2e80-4a11-9637-5054877f7a91/user_cropped_screenshot_f152bcbd824f4a23a95f8f353d8f94b7_text_export.jpeg) `` 4\. The Vendor receives an email titled "Your request confirmation" NOTE: The summary does not contain pricing. There is a drop-off slip attached to the email as well as a PDF copy of the request. `` ![](https://colony-recorder.s3.amazonaws.com/files/2026-01-26/5d4f865c-dbc2-488b-90ab-5d90e03067d3/screenshot_d30a921c56814c43bc9a0ab714910593_text_export.jpeg) `` 5\. **EMAIL 2 - READY FOR DROP OFF EMAIL** This is automatically sent out when 'ready to pick up' is chosen. Click "Ready To Pick Up" from the menu. `` ![](https://colony-recorder.s3.amazonaws.com/files/2026-01-26/be704d0a-686a-4fd5-b714-f42ac69cdd74/ascreenshot_c0b6969ab8ff467bb57305c29c4649b3_text_export.jpeg) `` 6\. There is an alert to inform that an email is sent. Click "Yes, Send Notifications" to inform the Vendor drop-off can occur. `` ![](https://colony-recorder.s3.amazonaws.com/files/2026-01-26/51b0def1-5fa0-4fa3-8bd1-245ea24af8ba/ascreenshot_855927fa363c4753a5706c9dd6d3dc08_text_export.jpeg) `` 7\. Vendor receives an email titled "Transport Dispatch to Pick Up" `` ![](https://colony-recorder.s3.amazonaws.com/files/2026-01-26/76198c14-6ba1-4267-9fb7-6bceb7967272/screenshot_59fbcd51bf9e4ff5bbb3884c0c8b63da_text_export.jpeg) `` 8\. This email shows as "Send Dispatch Email " on the transaction log `` ![](https://colony-recorder.s3.amazonaws.com/files/2026-01-26/c04f6aea-a82a-455e-9a82-a952dc513283/user_cropped_screenshot_4997a1266f2f44e8ab49160a90fcbe6a_text_export.jpeg) `` 9\. Once a signature has been obtained and drop off is complete, rebate emails can be sent. **NOTE:** If Approvals are enabled in system settings, then an additional email is sent automatically when a Vendor signature is obtained or the trailer is received. This email serves as a Proof of Delivery. **Optional EMAIL 3A - WAITING APPROVAL** **TIP!** When approvals are enabled, the system will not send the Rebate until billing and counts have been approved. `` ![](https://colony-recorder.s3.amazonaws.com/files/2026-01-26/c944c61b-5a8c-4834-b32b-54928337b6b2/ascreenshot_b2bf516584494f949e73707898ccb95b_text_export.jpeg) `` 10\. Sample of the 'Pending Approval' email: `` ![](https://colony-recorder.s3.amazonaws.com/files/2026-01-27/606dbb44-28d8-4a53-9a67-17fbe705bab7/screenshot_19a141ff40294570ac31d0ae51ee161b_text_export.jpeg) `` 11\. **EMAIL 3B - REBATE EMAIL** If Approvals are not enabled, the Rebate email will be sent once a signature has been received and the drop-off complete. If Approvals are enabled, the Rebate email is sent automatically when the Rebate is approved. Once sent, the Rebate email shows as "transaction" email on the transaction log. `` ![](https://colony-recorder.s3.amazonaws.com/files/2026-01-27/cd3aaf21-12ec-40fa-8344-b9885442b962/user_cropped_screenshot_be156bd65f8542198c8536fc95af1723_text_export.jpeg) `` 12\. The Vendor receives an email titled "Your Rebate (reference number and company name included). 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