WRAPTORHelp & Docs

Inbox (WraptorMail) — your shop's email, built into Wraptor

Who it's for

The owner or manager who handles customer email — quote questions, "how much for a full wrap," design back-and-forth, and replies to the quotes and invoices Wraptor sends out. Front-desk staff who field inbound inquiries and turn them into jobs. WraptorMail gives your shop a real email address that lives inside Wraptor, so customer conversations sit next to the jobs and customers they belong to instead of getting lost in a personal Gmail.

Where it fits

WraptorMail is the communication layer that wraps around the whole job lifecycle. A stranger emails asking about a wrap → you turn that email into a lead or a job in one click. You send a quote → the customer's reply lands back in your inbox, threaded to the job. See workflow-map.md for the full lifecycle and personas.md for who does what.

WraptorMail is a paid-plan feature. It's part of every paid plan (Solo, Starter, Pro, Business, and Franchise) and isn't part of the Free Claim offering — Free Claim shops get a separate Lead Inbox for directory inquiries instead (see marketing.md).

Overview

WraptorMail is a full email client inside your dashboard. When you activate it, Wraptor creates a dedicated sending address for your shop (something like yourshop@wraptormail.com). From then on, every customer-facing email Wraptor sends — quotes, design proofs, invoices, payment confirmations, status updates, and any free-form message you write — goes out from that address. When a customer replies, the reply comes straight back into your Inbox.

The Inbox sorts mail for you automatically. A built-in classifier reads each incoming message and tags it (Job Lead, Customer, Business, Personal, Newsletter, or Spam), so the messages that matter — people who want a wrap — float to the top in a Smart Inbox view. Messages from people already in your customer list are matched and labeled automatically. Emails that mention a specific job get filed against that job.

You can read, reply, compose, star, and search. You can spin up a brand-new job straight from an inquiry email. And if you'd rather not live in the dashboard all day, WraptorMail can forward every incoming message to your normal personal email — you just reply inside Wraptor to keep the conversation threaded.

Screens & navigation

Inbox (/inbox) Reached from the Inbox item in the left sidebar (and the bottom navigation bar on mobile). The screen is a classic three-pane email layout:

  • Folder rail (left) — a Compose button plus five views, and a Sync button at the bottom.
  • Message list (middle) — the emails in the selected view, newest first, with a search box on top. Unread messages are bold with a dot; each row shows the sender, subject, a one-line preview, the AI tag, and badges for the linked customer and job.
  • Reading pane / composer (right) — the selected email's full thread, or the compose form.

The five views in the folder rail:

  • Smart Inbox — the default. Incoming mail that looks like real business: job leads, known customers, and general business mail (hides newsletters and spam).
  • All Mail — everything, inbound and outbound.
  • Job Threads — mail tagged as a job lead or an existing customer.
  • Sent — messages you've sent.
  • Starred — anything you've starred.

New mail arrives automatically — the list refreshes every few seconds and briefly highlights when something new comes in.

Settings → Email Where you turn WraptorMail on and manage it: activate your shop address, toggle forwarding, see your per-job email explanation, and deactivate. See settings.md.

Per-job email thread On a job's detail panel there's an Email Thread section showing the back-and-forth tied to that specific job. The same threaded conversations are also browsable in the Email area of Messages.

Capabilities

Setting up your inbox

  • Activate Email in Settings → Email. Wraptor provisions a sending address for your shop based on your shop name. This is a one-time step; once set up, the address is shown and you can copy it.
  • Deactivate WraptorMail removes the inbox. (See the pitfalls below — this deletes the inbox.)

Reading and replying

  • Click any message to open the full thread in the reading pane.
  • Reply opens the composer pre-filled with the recipient and a Re: subject.
  • HTML emails render safely inside the reading pane; plain-text emails show as text.

Composing

  • Compose opens a blank message: To, Cc, Subject, and body.
  • As you type a name in the To field, Wraptor suggests matching customers from your contact list so you can pick the right address without copying and pasting.

Organizing

  • Star a message from the list or while reading it.
  • Messages are marked read as you work through them.
  • Search matches the subject, sender name, sender address, and recipient.

Linking to your records

  • A message from someone already in your customer list is auto-matched and shows that customer's name.
  • An email about a specific job shows the job number badge.
  • You can link a message to a job or to a customer so it files correctly.

Turning email into work

  • Create Job from an inbound email. Wraptor finds (or creates) the customer from the sender's address, opens a new job using the email's subject as the title and its body as the description, and files it at your first workflow stage.

Forwarding

  • Turn on Email Forwarding in Settings → Email to have every incoming message copied to your personal inbox. Wraptor forwards to your explicit forwarding address if you set one, otherwise to your shop email, otherwise to your sign-in email.

AI assists (see ai.md)

  • AI Reply drafts a professional response to an inbound email; review it, then use it or copy it.
  • The system also tags every message, suggests subjects, summarizes long threads, and flags supplier-order emails. Those AI capabilities are documented in the AI guide.

Step-by-step tasks

  1. Activate your shop email (one time)

    1. Go to Settings → Email.
    2. Under Sending Address, click Activate Email.
    3. Wait a moment while Wraptor sets up your address (e.g., yourshop@wraptormail.com). It appears with a green check.
    4. Click Copy if you want to share the address. From now on, all customer emails send from here and replies return to your Inbox.

  2. Read and reply to a customer

    1. Open Inbox from the sidebar.
    2. Stay on Smart Inbox (or pick All Mail).
    3. Click the message to read the whole thread.
    4. Click Reply, type your message, and click Send. Your reply is threaded into the conversation and appears in Sent.

  3. Draft a reply with AI

    1. Open an inbound email in the reading pane.
    2. Click AI Reply. A draft appears in a panel.
    3. Read it. Click Use & Reply to drop it into the composer, or Copy to grab the text, or Dismiss.
    4. Edit as needed and Send.

  4. Turn an inquiry into a job

    1. Open the inbound inquiry in the reading pane.
    2. Click Create Job.
    3. Wraptor creates (or reuses) the customer from the sender's email and opens a new job titled from the email subject. You're taken to the Jobs board to finish filling it in.

  5. Send a new email to a customer

    1. In the Inbox, click Compose.
    2. Start typing the customer's name in To and pick them from the suggestions (or type any address).
    3. Add a Subject and your message; optionally add a Cc.
    4. Click Send.

  6. Forward your shop email to your personal inbox

    1. Go to Settings → Email → Email Forwarding.
    2. Toggle it on. Wraptor shows where messages will be forwarded.
    3. Reply from inside Wraptor (not from your personal client) so the conversation stays threaded on the job.

Settings & permissions

It's a paid-plan feature. WraptorMail is part of every paid plan; Free Claim is steered to the directory Lead Inbox instead (see marketing.md). On Free Claim and want a real shop inbox? Upgrade — see plans.md.

Activation is required. Even on a paid plan, the inbox doesn't exist until someone clicks Activate Email in Settings. Until then, attempts to send or sync will tell you email isn't set up yet.

Who can open the Inbox. The Inbox item in navigation follows the Team Management permission, which by default belongs to owners and managers. If a team member who should have the Inbox can't see it, ask an admin to grant that permission in Settings → Team. See team.md.

Sending address. Your customer-facing address is the WraptorMail address created at activation. Outbound system notifications from Wraptor itself (welcome emails, account notices) come from Wraptor's own address and are separate from your shop inbox.

Tips & common pitfalls

  • Activate before you expect replies. Quotes and invoices can be drafted before activation, but customer email truly flows only once your WraptorMail address exists.
  • Reply inside Wraptor. If forwarding is on and you reply from your personal email instead of from the Inbox, that reply won't be threaded back onto the job. Use the forwarded copy as a heads-up, then answer in Wraptor.
  • Deactivating deletes the inbox. "Deactivate WraptorMail" removes the address and its history. Don't use it as a quick toggle — only when you really intend to tear the inbox down.
  • AI tags are a starting point, not gospel. The Smart Inbox hides newsletters and spam based on automatic tags. Check All Mail occasionally so a mis-tagged real customer doesn't slip past you.
  • "Create Job" reuses customers by email. If the sender's address already matches a customer, the new job attaches to that existing customer rather than making a duplicate. If they emailed from a new address, a new customer is created — tidy it up later in Customers.
  • Two inboxes, two purposes. /inbox is WraptorMail (your shop's real customer email, a paid-plan feature). /marketing/inbox is the Lead Inbox (directory inquiries, included on Free Claim). They look similar but are different tools — see marketing.md.
  • Newsletters and marketing blasts are separate. Sending bulk newsletters is a marketing feature, not part of this inbox — see marketing.md.
  • Messages — internal team chat plus the browsable Email-thread view of these same customer conversations.
  • Marketing — the Free Claim Lead Inbox, directory leads, and newsletters (a different inbox from WraptorMail).
  • AI (Wraptor AI) — AI reply drafts, smart composer, subject suggestions, thread summaries, and email tagging.
  • Jobs — turn an email into a job; each job has its own email address and email-thread panel.
  • Customers — emails auto-link to customers; composing suggests customer addresses.
  • Quotes, Invoicing & billing, Proofs — the customer emails these modules send all go out through WraptorMail.
  • Settings — activate WraptorMail, set forwarding, manage the inbox.
  • Plans — which plans include WraptorMail.