Set up email workflows

Before you start

The organization owner configures mailbox connections, forwarding aliases and outgoing workflows. Owners and admins review organization drafts; fleet submanagers review drafts for assigned teams. Member drivers use their existing job flows.

1. Connect your inbox

1. Open Email in your shipper or fleet integration settings and choose Connect Gmail or Connect Outlook.
2. Review the provider’s requested read and send permissions and complete consent. Your company’s mailbox policy may require its administrator to approve access.
3. Use Choose inbox folder to select the intake folder. Folder selection controls what HaulMatch ingests; it does not narrow the mailbox permissions granted by the provider.
4. Send a new request after connecting. Existing history is skipped and new messages are polled every two minutes. Changing folders starts a new baseline.

• Open shipper email settings
• Open fleet email settings

2. Set up forwarding

Forwarding sender lists are a routing filter. Reviewers still need to verify the freight details and price in every draft.

1. In Email, enter the exact allowed sender addresses and create a forwarding address. Select a fleet team first if intake belongs to that team.
2. Copy the generated forwarding address from the connection. Configure forwarding in your mailbox or dispatch software.
3. Send a new request from an allowed address and look for its draft in Review.

3. Review incoming drafts

Supported intake includes message body text plus PDF and CSV attachments. Up to ten attachments and 10 MB combined are accepted. CSV uses exact column names, standard quoting and at most 100 rows. Weight is kg, dimensions are metres, and quote amounts are AUD excluding GST.

When text or PDF extraction is unavailable or uncertain, details may need manual entry. Original attachments remain in the source mailbox.

1. Open Review and check pickup and delivery addresses, readiness, dates, weight, dimensions and instructions. Review all extraction warnings.
2. For quotes, confirm the HaulMatch job ID, price, payout mode and the named driver when using DRIVER pay.
3. Edit fields and save the draft if more information is needed. Confirm the review checkbox before Publish load or Submit quote. Reject requests you do not want to process.

jobId,amount,message
REPLACE_WITH_HAULMATCH_JOB_ID,450,Available tomorrow with a flatbed

• Open shipper draft review
• Open fleet draft review
• Download load CSV template

4. Send workflow updates

Removing a recipient stops sending to that recipient. Disconnecting a mailbox prevents future sends through that connection.

1. Add a recipient in Outgoing workflow emails, send their confirmation code and complete confirmation. Only confirmed recipients can be selected.
2. Name the workflow and choose events such as quote.accepted, driver.assigned or job.completed.
3. Choose HaulMatch as sender, or an enabled connected Gmail or Outlook mailbox, then create the workflow.

• Event names and webhook delivery

5. Check deliveries

Gmail and Outlook delivery receipts are not tracked. Notification delivery statuses are separate from job statuses. Use the delivery log for attempts, errors and recovery.

• Open shipper delivery log
• Open fleet delivery log