Introduce your agent to customers
Clearly announce your agent’s arrival and give customers the right points of reference.
Updated
In short
Telling customers before the first follow-ups helps them recognize your agent and trust its messages. Use the exact first name, last name, and email address shown in Billabex. Introduce the agent as your Revoptim contact responsible for invoice follow-up, state that it acts for your organization, and explain how customers can reply.
Expected result
Customers know who the agent is, why it is contacting them, and that they can reply directly to its messages.
Before you start
- Check the agent identity in the Billabex sidebar.
- Hover over or open the identity to confirm the exact email address.
- Choose which customer contacts should receive the announcement.
Procedure
- Copy the first name, last name, and email address displayed in Billabex.
- Send the announcement from your own domain, preferably before the first follow-up.
- Explain that this Revoptim contact follows invoices on behalf of your organization.
- Ask customers to allowlist the address and reply directly to its emails with questions or payment evidence.
- Adapt the message to your usual tone without changing the agent identity.
You can start from this template:
Subject: Your new contact for our invoice follow-up
Hello,
We have entrusted the follow-up of our invoices to [First name Last name], our Revoptim contact. They will write from [email address] on behalf of [your organization]. You can reply directly with any question, confirmation, or proof of payment.
Please add this address to your approved senders.
What Billabex does
The agent uses the identity assigned to your organization in its communications. Its name appears in navigation and its mailbox is shown again in Communications. Incoming replies are attached to the relevant conversations.
If the result is not what you expected
- Do not reuse an old address from the Zoho portal: use the one displayed in your current workspace.
- If a customer doubts a message, confirm the agent identity from your usual company domain.
- If the email is missing, ask the customer to check spam and security rules.