Distributor order emails let you automatically notify your distributor whenever you win a quote — so the equipment you just sold gets ordered without a separate phone call or manual email. You set up the rules once, deciding who gets notified for which equipment brands, and SetSale sends the right order details to the right recipients every time a quote closes.
Why Use Distributor Order Emails
Ordering equipment after a win usually means re-keying the system details into an email or order form for your distributor — and remembering to send it to the right branch for each brand. Distributor order emails move that work to SetSale.
You define where order notifications should go, and SetSale sends them automatically the moment a quote is won. You can route different equipment brands to different recipients, and set a default that catches everything else, so nothing slips through.
How It Works
You build a set of email rules, the same way you build commission rules.
Each rule matches systems by their main-unit brand and sends to one or more recipient email addresses.
A default rule always sits at the bottom and catches any system that no brand rule matched.
When you win a quote, SetSale sends one email per matching rule, with the equipment that rule covers.
⚠️ Heads Up: Only a team owner can edit these rules. Other team members can view the settings but can't change them.
Step-by-Step Instructions
1. Open the Distributor Order Email Settings
Go to Settings → Company → Quotes → General.
Find the Distributor order email section. This is where you build the rules that decide who gets notified when a quote is won.
2. Set Your Default Recipients
The bottom row is your default rule. It applies to every order until you add brand-specific rules above it, at which point it covers every other order — anything your brand rules didn't catch.
In the Recipients field, enter one or more email addresses, separated by commas (for example, [email protected], [email protected]).
Leave the field empty if you don't want a catch-all email sent for unmatched systems.
3. Add a Brand-Specific Rule
Click Add rule.
Choose the Brand the rule should match. Systems are matched by the brand of their main unit.
Enter the Recipients for that brand — again, comma-separated email addresses.
Repeat for each brand you want to route separately.
✨ Pro Tip: Leave a rule's recipients empty to intentionally skip sending an order email for that brand — useful when one manufacturer is ordered through a different process.
4. Set the Priority Order
Brand rules are evaluated top to bottom. Drag a rule by its handle to reorder it.
Each system is sent to the first rule it matches; the default rule at the bottom catches anything left over.
5. Save Your Changes
Click Save to apply your rules. They take effect immediately for quotes won from that point on.
What Gets Sent — and When
SetSale sends the order notification automatically when you win a quote — there's no separate toggle to switch on. The rules are the only thing that controls whether an email goes out.
Each matching rule produces one email, containing only the systems that rule covers.
The email is titled Equipment order notification and includes the contractor name and the equipment for each system, grouped by location.
If a rule has no recipients, no email is sent for the systems it matches.
Tracking Sent Emails
Every order email is recorded on the quote's activity feed, with an entry showing who it was sent to. You can open the entry to view the exact content that was emailed, so you always have a record of what was ordered and where it went.
Tips
Start with the default — Set a reliable catch-all recipient first so no order ever goes unsent, then layer brand rules on top.
Route by branch — If your distributor orders different brands through different branches, give each brand its own rule and recipient.
Double-check the order — Because the first matching rule wins, keep your most specific rules near the top.