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Filter Transactional Emails

In this article we discuss how to use filters in your email client to move transactional emails out of your inbox into a dedicated "Propcart" folder within your email client.

What are Transactional Emails?​

Transactional Emails are the operational emails Propcart sends to you and your customers. They are different from Marketing Emails, which promote or advertise products or services.

Transactional emails include:

  • Quotes
  • Pickup Sheets Sheets
  • Checkout Sheets
  • Invoices
  • Receipts
  • Statements
  • Welcome emails
  • Email notifications generated from your website (quote requests, contact forms, new account applications)

Why Propcart CCs You on Transactional Emails​

For most transactional emails, Propcart CCs either your sales or billing email address (depending on the type of message).
If your business has high activity, this can flood your inbox and bury the emails that genuinely need your attention.

We do this for several important reasons:

  1. Verify delivery issues quickly
    Many support escalations come from customers claiming they never received an email. Often they entered the wrong email address, missed it in spam, or overlooked it. When you're CC'ed, you can confirm whether Propcart did in fact send the email. The Dashboard also logs email-sending events in most activity feeds, giving you another way to confirm delivery.

  2. Reliable record-keeping
    Your email client automatically stores all CC'ed messages in your Sent folder. Since Propcart cannot save emails directly into your Sent folder, CC'ing ensures you always have a copy.

  3. Protection against accidental deletion
    Propcart does not use soft deletes—removing a record is permanent.
    If you accidentally delete an order or invoice, you may be able to rebuild it using the copy stored in your email.

  4. Visibility into what your customers see
    Reviewing transactional emails helps you quickly spot missing or incorrect details, making troubleshooting much easier.

How to Manage the Volume of Transactional Emails​

Propcart does not currently allow you to selectively disable CCs. We want to avoid a situation where important delivery issues become harder to diagnose because copies were turned off.

Instead, we strongly recommend creating email filters in your mail client (Gmail, Outlook, Apple Mail, etc.) that automatically move transactional emails into a dedicated folder.

How to Create Filters​

Filters always have two components:

  • A Condition — what should trigger the filter
  • An Action — what should happen to the email

Before creating filters, create a new folder (Outlook), mailbox (Apple Mail) or label (Gmail) called "Propcart".

Conditions​

For each filter, we recommend a combination of:

FROM is equal to

  • your sales email
  • your billing email address

Note that if your billing email address is not defined (common), then the sales email is used instead.

Also note the specific FROM email address used for the transactional email you are filtering. Invoice emails are sent from the billing email address. Quote emails are sent from the sales email address.

SUBJECT begins with

  • "New user"
  • "Credit Card Auth Request for"
  • "Credit Card Authorization Confirmation for"
  • "Quote #"
  • "Checkout Sheet for Order #"
  • "Invoice #"
  • "Receipt for Invoice #"

You may tailor these to match the types of notifications you receive most frequently.

Actions​

Actions are client specific, but the typical action is to move the email from your inbox into the "Propcart" folder.

Instructions for specific clients are below.

Gmail​

  1. Click the Settings Gear icon
  2. Click See all settings
  3. Click the Filters and Blocked Addresses tab
  4. Click Create a new filter
  5. Enter your conditions (From address and subject prefixes), then click Create filter
  6. Choose actions such as:
    • Skip the Inbox (Archive it)
    • Apply the label → Propcart

Outlook (Web)​

  1. Go to Settings
  2. Click Rules
  3. Select + Add new rule
  4. Give your rule a descriptive name
  5. Add one or more conditions (see above)
  6. Choose an action, such as moving the email to the Propcart folder

Apple Mail​

info

Do not use Smart Mailboxes. Smart Mailboxes show matching messages but don’t move them, and they cannot combine "From" with "Subject begins with" conditions in the way needed here.

  1. Go to Mailbox → New Mailbox…, choose a location, and name it Propcart
  2. Open Mail → Settings…
  3. Click the Rules tab
  4. Click Add Rule
  5. Choose If all of the following conditions are met:
  6. Condition 1: From → is equal to → your sales or billing email
  7. Condition 2: Subject → begins with → any of the prefixes listed above
  8. For Perform the following actions, choose:
    • Move Message → mailbox Propcart