What DeskOps sends

Everything DeskOps sends on your behalf is on that one list, split into what you send yourself (a quote, an invoice, a campaign) and what goes out automatically once something happens (a payment lands, a visit moves, a plan renews). Every automatic message goes from your business name, not from DeskOps. Nothing on the list is marketing you did not write: the automatic ones are receipts, reminders, corrections and confirmations. If a message is not on that screen, DeskOps does not send it.

A payment receipt confirms the money landed, however it was paid — online, or a cash or check payment you recorded yourself. A card declined on the pay page is told to the customer right there, on the page, and nothing is emailed — the invoice stays unpaid and their link keeps working. A bank payment that fails after the fact — a few days later, when the bank bounces it — gets a payment-failed note that says nothing was taken and gives them one button to try again. Both are automatic and both go from your business. A refund sends the customer a short refund notice — how much went back, on which invoice, and when to expect it (card refunds show within 5–10 business days; a cash or check refund is simply recorded) — with nothing to click, because nothing is owed. One notice per refund, whichever way it was issued.

Cancelling an invoice the customer already received sends an Invoice cancelled note so nobody pays a bill you withdrew — it carries no pay button, deliberately. Cancelling a recurring plan sends a written confirmation of the cancellation and when it ends, from your business. A recurring plan also warns the customer before it renews and issues the next invoice, with a link to cancel if they want to stop.

Two ways, both with your Google review link — paste it once at Settings → Email settings → Ask for a review. Request Google review on a customer sends a short note the moment you tap it. Automatic review requests go out only if you switch them on; then a customer gets one note about four hours after their job is finished — never twice within ninety days, and never about a job older than two weeks. A customer with four jobs this month is a good customer, not four chances to ask.

Campaigns never: no campaign goes out unless you start it, and a follow-up sequence sends only after you arm it on a campaign. Des never: when you ask Des to email a customer, it drafts the message and asks you to confirm before anything leaves. Automatic messages follow the event named on the list. Optional reminders and review requests have their own switches. Transactional receipts, signed copies and cancellation notices follow the payment or document event; the link on the list may open the record rather than an off switch. Appointment-moved corrections still send when reminders are off, because a customer who was already told a time needs the new one. Three getting-started notes go to you, not your customers, over your first month.

No — DeskOps never answers a customer on its own. When a customer replies to one of your emails, you write the answer yourself; you can ask Des to draft one, or tap for a few short suggestions, and nothing is sent until you press Send. A customer who replies asking you to stop is taken off your email list straight away, without you having to do anything.

A W-9 request asks a subcontractor for their form with a secure link to fill it in, sent from your business. The footer names your business as sender and reply destination, and discloses that DeskOps processes the request for your business with a Privacy Policy link. The warning stays in the message: the recipient should verify the request by calling a number they already have before entering a taxpayer ID. Tools does not email documents to customers: a document you generate there — a proposal, a report, a trade form — can be emailed to you as a copy, and you download it and send it on yourself. Your CPA can receive your tax package on a schedule you set, only if you turned it on and only to the address you gave.

Weekly and monthly numbers — revenue, expenses and outstanding invoices — come to you by email; the off switch is the Unsubscribe link in the report itself or Settings → Alerts. The Monday production report summarises last week's jobs and what they earned, and is opt-in under Settings → Job setup. Three getting-started notes arrive on day three, seven and thirty of your first month, pointing at whatever is still unfinished. If you save licenses or insurance policies under Licenses & insurance, DeskOps emails you 60, 30 and 7 days before each one's expiry date, and on the day. Your customers never see any of these.

DeskOps itself sends email. Texting — a missed call answered by a text within seconds, conversation replies in your voice, and booking offers — is TextDesk, a separate product at text.intelliflowcommunications.com with its own sign-in and its own line. When a TextDesk line is connected to your business, DeskOps uses it for the appointment reminder, the on-my-way message, a moved or cancelled visit, booking updates and texts you confirm from Des — everything else stays email — and you can copy your booking link into a TextDesk conversation. A customer who books a time by texting your line is told in the confirmation that you'll text them only about that appointment: if you move or cancel it on your schedule they get one text saying so, plus the day-before reminder when reminders are on, and nothing about it once the visit is done or cancelled. Early access: ask before you buy. There is no texting from DeskOps without it, and no email substitute pretends to be a text.

The Texts page shows the texts DeskOps sent your customers through your connected TextDesk line, and their replies: appointment reminders, "on my way", a moved or cancelled visit, booking updates, and texts you confirmed from Des. It does not show your other TextDesk conversations. Missed-call texts and TextDesk's own answers stay in TextDesk, and a conversation says so when TextDesk also answered; Reply in TextDesk opens it there. Owners and managers can open the page; technicians and bookkeepers do not see it. A business without TextDesk connected sees a Connect your TextDesk screen instead, with Link TextDesk, Get TextDesk and Explore TextDesk. DeskOps sends no texts of its own; texting comes with TextDesk. Every text counts toward your TextDesk plan, and anyone who replies STOP is never texted again. If you disconnect TextDesk and connect it again, texts sent under the earlier connection no longer appear here.

Your text replies pause when this month's included texts are used up and automatic top-up is off. A notice on your TextDesk home, your Usage page and the DeskOps Texts page says exactly when they resume, in your business's time: the month resets at the end of the last day of the month. While replies are paused, customers' texts still arrive and are kept, anyone who texts STOP is still opted out, HELP is still answered, and calls still ring through if you set that up. The AI simply does not reply, and no missed-call text goes out. Turn automatic top-up on and replies resume straight away; each $10 adds about 12 more conversations, charged to your card on file with a receipt. You get a heads-up email at 90% and another the moment replies pause. Nothing is ever charged while top-up is off.

Owner Line, Job Sheet, After-Hours Routing, Spanish Replies and Photo Triage (including inbound photos) are included in TextDesk and the DeskOps + TextDesk bundle. No feature purchase or separate monthly charge is required. Conversation allowances and disclosed usage charges still apply. Turn on after-hours routing and choose an emergency number in TextDesk → Menu → Included features.