Commnia allows you to send Back Charges with a formal letter, track responses from any mail client, and generate a register.
Back Charges are created through the Commnia Inbox as an email message. This way you retain full transparency within your Inbox.
Login to your Commnia account and select your project.
From the main menu via Quick Add (+) click on New Email.
Alternatively, select Inbox and create New Email.
Select Back Charge Notice from Category Folder.
The following screen will appear.
Start typing the name of the contact to display a list of users from the project contact list.
Alternatively, you can click on the To, CC, or BCC button to display the full global contact list.
If a contact is not already a part of Commnia, you are able to add them by clicking on the Create New Contact icon.
The Send Privately function means that recipients will not see who else the email has been sent to in To Field.
Enter a subject for your new email message.
Enter any required information into the dynamic fields.
Enter the date you would like a response by.
Click on Addons to include a Standard Clause, Cost Table and Authorisation.
If you select Standard Clause, you will have the option to enter details by typing in the field or select from Custom Templates.
If you select Cost Table the following dialogue box will appear.
Once you have entered the information to the cost table, click on Add to return to your email.
Authorisation will display a new field where you can either enter the details of the authorisation or insert directly from a custom template.
Files can be attached to the email directly from Commnia Drive, the document register, from your local device, or drag and drop files with no restriction on file size.
Your email signature will automatically be included in every email communication. You can edit your email signature by clicking on the edit icon.
Once you've entered all information for your email, you can Preview, Save as Draft or Send.
If you have clicked to Send Privately the recipients will not see who else the email has been sent to.
Once you have clicked send, the receiver will receive the following formatted email with the option to view it as PDF Letter.
Below is an example of the PDF Letter.