Overview
You can send invoices and payment reminders directly to the customer's billing address via our platform by post.
Enable the integration
To enable postal communications:
Navigate to Configuration > General > Integrations
Find the section Communication
Click on Connect
Click again on Connect to activate the integration
⚠️ Remark: The Connect button is disabled if you have custom PDF templates or different recipient address positions. Follow the instructions before you can activate the integration.
Manually update communication preferences
You can configure communication preferences for individual customers directly on their customer details page. This allows you to override the default communication method set in your template configuration.
Steps to update customer communication preferences
Go to the customer details page of the customer you want to update
Find the map Communication preferences.
Select your preferred communication method from the available options
Save your changes
The selected communication method will be used for all future communications with this customer and will override the default settings in Configuration > Communication > Templates.
ℹ️ When this option is enabled and the customer's communication preferences are set to 'post', all PDF templates will be sent by post to the customer's billing address.
Important notes
The template's default settings remain in effect: If no customer-specific preference is set, the communication method defined in Configuration > Communication > Templates will be used
Changes will take effect immediately: Any changes to preferences will be applied to the next communication sent to the customer.
Disable postal communications
When you disable Postal Communication integration, the following changes will take effect immediately:
Changes to template configuration
Templates are reverted to email: Templates configured for postal communications will automatically revert to email.
Customer settings are reset: Customer-specific mailing preferences are reset to the template default settings defined in Configuration > Communication > Templates
Collection steps where postal communications are used, they are reverted to “manual intervention”.
Access and functionality
No new post: You cannot send physical mail through the platform.
Historical data preserved: previously sent postal communications remain accessible.
Re-enabling requires reconfiguration: You will need to manually update the preferences again.
Before you disable the integration
Before disabling the integration, please note the following:
Check which customers are currently set up to receive mail
Update customer communication preferences as needed
Ensure alternative communication methods (email/SMS) are configured correctly
Check if your templates support the alternative communication method
Review any collection steps that previously used postal communication and consider setting them to 'Email' if you want to keep the customer informed automatically
Frequently Asked Questions
Why can't I enable the integration?
Why can't I enable the integration?
The integration requires standard PDF templates with consistent recipient address positions. If you have custom templates or templates with different address positions, you must update them before enabling the integration. An information banner will appear with specific instructions on what needs to be adjusted.
Will this integration be enabled per organization or tenant-wide?
Will this integration be enabled per organization or tenant-wide?
Postal communication integration is enabled for each organization. You can enable it for multiple organizations.
What happens to my mailing settings if I disable the integration?
What happens to my mailing settings if I disable the integration?
When the integration is disabled, all mail communication settings will revert to the default communication method (usually email) defined in your template configuration. Customer-level preferences that were set to mail will also revert to the template's default setting under Configuration > Communication > Templates.
How much does postal communication cost?
How much does postal communication cost?
The price is charged per email sent and varies based on factors such as destination, email format, and volume. For detailed pricing information, please visit Ping price calculator or view the pricing details on the integration.
Can I re-enable the integration after I disabled it?
Can I re-enable the integration after I disabled it?
Yes, you can re-enable the integration at any time by clicking the Connect button in the integration drawer window. However, you will need to reconfigure your communication preferences for templates and clients who want to use postal communications.
Where can I configure which customers receive postal or email communications?
Where can I configure which customers receive postal or email communications?
You can override this per customer in the customer's communication settings. For payment plan reminders, you can also configure this in Configuration > Communication > Templates > Payment Plans. This applies if the customer has no deviating preferences.
How do I know if a customer is currently set up to receive mail communications?
How do I know if a customer is currently set up to receive mail communications?
Check the customer's communication preferences on the customer details page.