Notifications & alerts

Notification settings are per person, so your inbox is yours to shape. Muting something for yourself never changes what a teammate receives.

1. 1Click your name in the top right, then Settings → Notifications.
2. 2Every notification has its own switch, grouped into Subscription & billing, Pipeline & projects, Schedule, Invoices, and Integrations.
3. 3Everything starts on. Turn off anything you do not want.
4. 4Each switch saves the moment you flip it, so there is no Save button.

Most updates are rolled into one email a day, subject line "Your Managolio summary". A few things are time-sensitive enough to send the moment they happen: an invoice paid, a payment refunded, a proposal accepted, declined or opened, a new warranty claim, a schedule event you are on being added, moved or cancelled, a failed subscription payment, and QuickBooks problems. Everything else waits for the summary.

The summary is only sent when you actually have something to read, so a quiet day means no email. It is built from four sections, and you only see the ones your notification switches allow:

1. 1Overdue invoices: anything Issued, Sent, or Partially paid that is past its due date, with how many days late it is.
2. 2Coming up: schedule events in the next 48 hours, in your business timezone. Crew only see the jobs they are assigned to.
3. 3Subscription: a failed payment, or a trial ending within 7 days.
4. 4Pipeline & projects: leads with no movement for over a week, permits needing corrections, open warranty claims, and warranties ending within 30 days.
5. 5Long sections stop at 8 lines and finish with "...and N more", so open the app for the full picture.

The Schedule notifications go to everyone. The money and pipeline ones are for the people who run the business: Subscription & billing, Pipeline & projects, Invoices, and Integrations reach only Owner and Operations, and those groups are hidden from an Estimator or Crew member in Settings → Notifications. Two switches also hide themselves when they cannot apply: "Trial ending soon" only appears while your trial is running, and "QuickBooks disconnected" only once QuickBooks is connected.

A handful of alerts are about money that is unaccounted for, so they are treated as safety warnings rather than preferences and always reach Owner and Operations. They cover a card payment or refund Stripe processed that Managolio could not record, a card payment landing on a voided invoice, an invoice that has been overpaid, a possible duplicate refund, and a maintenance plan a customer accepted that could not be set up at conversion.

Work down this list before assuming something is broken.

1. 1Check the switch in Settings → Notifications. Everything defaults on, but it may have been turned off.
2. 2Confirm you have verified your email address. Managolio never emails an unverified or deactivated account.
3. 3Remember the summary skips days with nothing to report, and instant emails only fire when their event happens.
4. 4If it is a money or pipeline alert, check your role. Estimator and Crew are not sent those.
5. 5Search your spam folder for managolio.com, and ask your email admin to allow the domain.

The bell in the top bar and the Needs Attention card on your Dashboard are the same feed, so the badge count and the card always agree. They surface stale leads, permits needing corrections or rejected, subcontractors with missing or expiring documents, overdue payment milestones, warranties expiring within 30 days, proposals and service plans waiting on a customer, overlapping schedule events, and an expired contractor license. The bell shows the first five and links to the Dashboard for the rest. Some rows depend on your role and on which modules you have turned on.

Dismissals are yours alone and they stick across sign-ins. An alert comes back only when its situation changes, for example when another lead goes stale or a permit moves from corrections to rejected.

1. 1Hover the row in the bell or on the Dashboard and click the x.
2. 2To clear the lot, open the bell and choose Dismiss all.
3. 3Dismissing in one place clears it in the other, because both read the same feed.

Prefer a calmer header? An Owner or Operations member can open Settings → Modules and turn off Quick look under Header. The Needs Attention card stays on the Dashboard either way. Crew never see the bell, because it covers sales and money.

Separate from your own notifications, Managolio can email your customers on your behalf. An Owner or Operations member controls all of it in Settings → Customer emails, under Automatic emails:

1. 1Project welcome (on): when a won deal becomes a project, introduces the customer portal and gives them their project number.
2. 2Appointment reminders (on): the day before a consultation, site visit, inspection, or walkthrough on one of their projects.
3. 3Proposal expiring soon (on): a nudge 3 days before an open proposal reaches its expiration date.
4. 4Warranty claim resolved (on): sent when a claim the customer filed in the portal is marked resolved.
5. 5Review request on completion (on): sent when you mark the project Complete. It needs a Review link in Settings → Business profile.
6. 6Past-due payment reminders (off): the only one you have to opt into. Turn it on to chase overdue invoices automatically.
7. 7Documents you send by hand are not on this list. A proposal, invoice, change order, or service plan always emails the customer when you send it.

Once you turn on Past-due payment reminders, Managolio chases overdue invoices for you with a link to pay. It is deliberately gentle: three reminders at most, then it stops and leaves the conversation to you.

1. 1The first reminder goes out once the invoice is 3 days past due, then roughly at day 7 and day 14.
2. 2Only invoices sitting at Sent or Partially paid are chased. Drafts, paid, and voided invoices are left alone.
3. 3The reminder quotes the remaining balance, so a part payment is reflected rather than the original total.
4. 4A customer who is mid-payment is skipped, and the series stops as soon as the balance is settled.

A reminder goes out about a day before a customer-facing visit, with times shown in your business timezone. Once a customer has had that reminder, moving or cancelling the visit emails them the correction straight away, so nobody is left holding a time nobody is coming at. Reclassifying a visit as Internal counts as a cancellation. Reminders cover consultations, site visits, inspections, and walkthroughs that are attached to a project.

Each of these emails has a condition attached, and any one of them will quietly hold it back.

1. 1The contact has no email address on file.
2. 2The toggle is off for your company in Settings → Customer emails.
3. 3It has already been sent. Welcome, review request, and proposal expiry go once per record, and appointment reminders once per start time.
4. 4A review request has no Review link saved in Settings → Business profile.
5. 5The appointment is not linked to a project, or is not a consultation, site visit, inspection, or walkthrough.
6. 6The proposal belongs to a lead you have already marked Won or Lost.
7. 7The warranty claim was logged by your team rather than filed in the portal. Open the claim and use Notify customer to send the resolution by hand.

Customer-facing email leads with your logo and your company name, because as far as the homeowner is concerned the message is from you. It sends from a managolio.com address, but replies are routed to the business email in Settings → Business profile, so a question about a bill or a visit reaches you rather than an unmonitored inbox. Add that email address if you have not already.