Outbound Emailing & Communication
Send quotes, invoices, and automated job updates directly through your own email servers — complete with real-time delivery tracking, custom templates, and integrated e-signatures.
Keep your entire team aligned with seamless, audit-ready client communications
Stop switching between separate email clients and your hire desk software. HireHop routes all outgoing documents and project emails through your existing Microsoft 365, Gmail, or custom SMTP servers, logging every sent message and client response straight to the job thread.
Native Server Authentication
Send directly via Microsoft 365, Google Workspace, or custom SMTP/IMAP servers so emails always land in client inboxes with full DKIM/SPF domain authority.
Dynamic Merge Templates
Automate routine correspondence using custom templates populated with dynamic client data, deposit links, custom fields and PDF attachments.
Centralised Communication Logs
Maintain a complete, time-stamped audit trail for every job. Any team member can instantly verify when a quote was dispatched, viewed or signed.
Explore HireHop’s outbound communication capabilities
Select a feature below to see how native email authentication, dynamic templating and integrated e-signatures keep your hire desk connected.
OAuth & SMTP Integration
Branded Templates
Dynamic Automation
Integrated E-Sign
Native OAuth 2.0 & Custom SMTP Integration
Connect Google Workspace, Microsoft 365 or private mail servers with enterprise-grade OAuth 2.0 authentication. Avoid landing in client spam folders by dispatching emails directly through your own domain.
- Maximum Deliverability: Ensure domain authority and professional branding on every outgoing quote, invoice and equipment docket.
- No Relay Reliance: Communications stay secure and encrypted without relying on unverified third-party relay servers.
- Shared & Individual Mailboxes: Allow hire desk staff to dispatch documents from personal corporate accounts or centralised sales addresses.
Custom HTML Emails & PDF Delivery
Deliver beautifully styled HTML emails paired with automatically generated PDF proposals, contracts and manifests. HireHop gives you complete freedom to design custom layouts incorporating your brand colours, logos and footers.
- Brand-Aligned Communications: Pair styled HTML messages with dynamic PDF attachments so every document looks sleek and professional.
- Automated PDF Bundling: Automatically generate and attach PDF quotes, dockets, terms and safety certificates in a single click.
- Multi-Language Email Support: Dispatch localised correspondence automatically based on the client’s account language settings.
Dynamic, Data-Driven Email Editor
Turn lengthy client communications into an instant two-click workflow. Whether emailing directly from a Job, Project, or Contact page, HireHop automatically contextualises the message with job names, pricing and dates without manual entry.
- Intelligent Fallback Tokens: Maintain complete accuracy with smart tokens for missing fields, eliminating costly copy-paste errors across bookings.
- Instant Data Insertion: Drop dynamic tags like client names, deposit amounts, and job dates straight into subject lines and email bodies.
- Audit-Ready Logs: Store every sent message chronologically inside the project file so colleagues always have full client context.
Built-In Digital E-Signatures
Accelerate contract approvals with embedded digital signature support. Send rental agreements, terms of hire and delivery sign-offs directly to your client’s inbox for instant digital signing on any mobile device or desktop.
- Automatic Job Attachment: Once signed, executed agreements automatically attach to the active job file with verified IP and timestamp logs.
- Operations Team Alerts: Instant status updates notify your warehouse team the moment gear is cleared for prep.
- Frictionless Client Approvals: Allow clients to review and sign terms instantly from web links without requiring login portals.
