Email Integration

Your inbox meets your jobs

Connect your Gmail or Outlook account and VanMan automatically captures every email that mentions a job number — linked to the right job, with attachments stored and full threading.

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Key benefits

Why Email Integration

The advantages that make the difference for your moving business.

Emails linked to the right job

VanMan scans your inbox for job numbers. When it finds a match, the email is captured against that job automatically — no forwarding or copying needed. Anything that doesn't match is kept too, and waits in the Inbox for someone to assign it.

Reply without leaving VanMan

See an email on a job and need to respond? Reply directly from VanMan. Your response is sent through your connected mailbox, so it comes from your real business address, lands in your Sent items and threads into the existing conversation.

Works with Gmail and Outlook

Connect whichever email provider your business uses. One-click OAuth setup for both Gmail and Microsoft 365 / Outlook. Your credentials are encrypted and stored securely.

One-click email connection

Head to Settings, click Connect next to Gmail or Outlook, and authorise VanMan to read your inbox. That's it — emails start appearing on jobs within minutes. No IT setup, no forwarding rules, no server configuration.

Real-time email capture

VanMan uses webhooks to capture emails the moment they arrive — Gmail via Google Pub/Sub and Outlook via Microsoft Graph change notifications. Because those subscriptions can lapse quietly, a polling schedule you control runs behind them and repairs the subscription when it finds it has expired. Attachments are downloaded and stored against the job automatically.

Full email threading

Email conversations are threaded by subject and message ID, just like your inbox. See the full back-and-forth between your team and the customer in one place. Every team member with access to the job can see the conversation history.

Works with

Every conversation in one place

Email integration feeds the unified Inbox, where email and SMS sit in one list. All customer communication is captured against the job — regardless of channel.

Unified Inbox Job Management

Unified Inbox

Email and SMS in a single inbox, with every inbound message kept — matched or not. Assign each one to a job in a click, reply from your own mailbox, and never lose an enquiry to a busy Monday again.

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Job Management

Manage the full lifecycle of every moving job — from the initial enquiry through to completion and invoicing. Everything about a job lives in one place.

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Customer Communications

Send automated SMS and email updates to customers at every stage of their move. Use templates with smart variables to save hours on repetitive messages.

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