📧 How To: Send Your Order by Email Using Optiply
In Optiply, you have the convenient option to email your purchase orders directly to your suppliers without ever leaving the platform. To make this process as efficient as possible, you can set up default email addresses per supplier, create custom dynamic templates, and choose exactly who the email comes from.
Here is a step-by-step guide on how to configure your email settings and send your orders.
⚙️ Step 1: Set Up Your General Email Template
Before you start sending emails, it's best to configure your default messaging.
Navigate to Settings in the top menu.
Click on Email settings in the left-hand sidebar.
Here, you can configure your default CC address(es), your preferred default Language, the From email address, and your standard Subject and Body.
Using Variables: You can use dynamic variables to automatically fill in specific order details so you don't have to type them manually every time. The maximum character limit for the body is 2000 characters.
{{company.name}}– Your company name.{{orderId}}– The specific purchase order ID.{{supplier.name}}– The name of the supplier receiving the email.
💡 Template Priority Hierarchy: Optiply uses a strict priority order for email templates to ensure the right message is sent. The system prioritizes them in this order:
Supplier Email Template (Highest priority - overrides all others)
User Email Template (Set in User Settings)
General Email Template (Lowest priority - the default fallback)
Need some inspiration? See the FAQ section below for template examples in English, Dutch, and German!
🏢 Step 2: Configure Supplier Communication
Next, you need to tell Optiply which suppliers accept email orders and where to send them.
Navigate to the Suppliers page and click on the specific supplier you want to configure.
Go to the Communication tab.
Under Order Placement Method, select the Email radio button.
Under Email settings, add the default recipient Email address(es). (You can add multiple addresses here, and they will appear as selectable tags).
Select the Preferred email template language for this specific vendor.
(Optional): If this vendor requires specific instructions, toggle on the Custom email template option to create a unique message just for them, which overrides your general settings!
📤 Step 3: Sending the Order
Once your templates and supplier settings are ready, sending the order is a breeze!
On the Purchase page, finalize your draft and click the blue Place order... button.
A confirmation pop-up will appear stating that the order has been placed.
Check the box that says Send order details to supplier(s) by email.
A menu will expand allowing you to verify the details:
Select your Email Template.
Verify the Recipients (you can easily add a new email right from this screen if someone is missing!).
Verify the Language and the From address.
Click the blue Send button at the bottom of the modal. The order will be sent to the supplier with your customized message and the order details attached!
❓ Frequently Asked Questions (FAQs)
What if my email fails to send or I get an error message?
If you receive an error message while trying to send an order, first check if the order was successfully saved in Optiply by navigating to the Deliveries page. If it is there, you can easily use the "Export Order Details" section in the pop-up modal to download it as a .pdf, .csv, or .xlsx file and email it to the supplier manually from your own inbox. If the issue persists, please reach out to our support team via chat!
Will the email end up in my supplier's spam folder?
Because the emails are technically sent from Optiply's servers on behalf of your email address (the "From" address), strict supplier firewalls occasionally flag them as spam. We highly recommend asking your supplier to confirm receipt the very first time you send an order this way.
Do you have any standard template examples I can copy?
Absolutely! Feel free to copy and paste these into your settings:
English (EN)
subject: Purchase Order {{orderId}} from {{company.name}}
body:
Dear {{supplier.name}},
Enclosed with this e-mail is our purchase order with id: {{orderId}}.
Thanks in advance.
Best regards,
{{company.name}}
Dutch (NL)
subject: Inkooporder {{orderId}} van {{company.name}}
body:
Beste {{supplier.name}},
Bij deze e-mail vindt u onze inkooprder met ID: {{orderId}}.
Bij voorbaat dank.
Met vriendelijke groet,
{{company.name}}
German (DE)
Subject:
Bestellnummer {{orderId}} von {{company.name}}
Body:
Sehr geehrte Damen und Herren,
Im Anhang dieser E-Mail finden Sie unsere Bestellung mit ID: {{orderId}}.
Vielen Dank im Voraus.
Mit freundlichen Grüßen,
{{company.name}}