Where control turns projects into profit

You’ve polished the quote, the margin looks healthy, and the scope is locked. Now comes the moment of truth: sending it to the client. You need to know it arrived, you need it to look professional, and you need to be certain that the version they see matches the commercial record in your system.

How you deliver documents is more than a technical handshake; it is the final step in maintaining commercial control. When an invoice or quote comes from a generic "noreply" address or ends up in a spam folder, it creates friction that delays approvals and slows down your cash flow. AtomicSam helps you close the gap between "sent" and "received" by giving you full visibility over the delivery lifecycle.

Establishing Your Commercial Identity

By default, AtomicSam sends documents via our secure mail server. While this ensures high deliverability, it can sometimes feel disconnected from your brand. To maintain a consistent professional presence, you can configure your own custom domain. This ensures that when a client receives a high-value quote, it comes directly from your identity (e.g., finance@yourfirm.com), not a third-party platform.

This isn't just about aesthetics; it’s about confidence. Clients are more likely to engage with and approve documents that originate from a trusted, verified source. It reduces the "who is this from?" moment that can lead to ignored emails and missed deadlines.

💡 Tip: If you work with large enterprise clients, setting up a custom domain is often a requirement to clear their internal IT security filters and ensure your invoices reach the accounts payable team without manual intervention.

How Document Delivery Works

Every document in AtomicSam—Quotes, Invoices, and Purchase Orders—can be dispatched directly from the individual record. The system handles the heavy lifting of generating the PDF and attaching it to a tracked email.

Open the document you wish to send and click Send Email.
Select your recipients. AtomicSam pulls your established client contacts automatically, but you can add additional CC or BCC addresses for internal record-keeping.
Choose an email template. These use merge fields to pull in specific job references, amounts, and dates so you don't have to type them manually.
Click Send Document.

Once you hit send, AtomicSam moves the document status to Sent. You can then monitor the delivery status directly on the document timeline to see exactly when the email was delivered to the recipient's mail server.

📸 [Screenshot: The email composition window showing merge fields and attachment options]

Configuring Custom Email Domains

If you are on a Pro or Ultra plan, you can route all outgoing documents through your own domain. This requires updating your DNS records to authorize AtomicSam to send mail on your behalf. This configuration uses industry-standard protocols (SPF, DKIM, and DMARC) to prove to the world that the email is legitimate.

Setup Type	Use this when…
Default (AtomicSam)	You are just getting started and need to send documents immediately with zero setup.
Custom Domain/DKIM	You want to remove "via AtomicSam" from your emails and maximize deliverability to corporate clients.

⚠️ Heads up: Changing your DNS records can take up to 24 hours to propagate across the internet. We recommend making these changes during a quiet period to ensure no disruption to your billing cycle.

Using Email Templates for Consistency

Vague emails lead to vague results. If your invoice email doesn't clearly state the due date and the project name, you’re inviting the client to deprioritize it. AtomicSam allows you to standardize your communication through templates. By using templates, you ensure that every project manager and finance administrator is using the same tone and providing the same essential commercial details.

You can create different templates for different scenarios:

The "Gentle Reminder": For invoices that are nearing their due date.
The "New Quote": Highlighting the value and the "valid until" date to encourage quick approval.
The "Approved Variation": Sending a revised quote after a scope change to lock in the new budget.

✅ Did you know: You can set a default BCC address in your Email Settings. This creates a "shadow" archive of every document sent, providing your finance team with an audit trail outside of AtomicSam.

📸 [Screenshot: Domain verification screen showing SPF and DKIM status indicators]

Pro Tips & Common Gotchas

Watch for "Soft Bounces": If a document delivery status shows as "Failed," check the recipient's email address for typos. Often, a single character mistake in a client email address is the hidden cause of "missing" revenue.
Verify your DMARC policy: If your firm has a strict "Reject" policy on your DMARC record, you must complete the DKIM setup in AtomicSam before sending emails, or your documents will be blocked by the recipient's server.
Personalize the subject line: Use merge fields in your subject lines (e.g., "Invoice [InvoiceNumber] for [ProjectName]"). This makes it significantly easier for your client to find your documents in a crowded inbox.

Properly configured delivery isn't just an admin task; it's a way to protect your margin by ensuring there are no excuses for delayed payments or unapproved quotes. When you control the delivery, you control the commercial timeline.