Email-Letter integration: Send letters as email attachments

Using the Email-Letter integration, PDFs can be submitted directly to Pingen as email attachments and automatically sent by post. To learn how to manage integrations in the Pingen App, read the article "Manage integrations in Pingen".

Why use Email-Letter integration?

Send documents from external business tools as a letter

Many invoice tools and business software solutions allow you to send documents via email. The Email-Letter integration enables you to transfer documents to Pingen as email attachments and have them automatically sent by postal mail.

How to: Create an Email-Letter integration

Integrations can be created and managed in the relevant Organisation via the menu item "Organisation Administration" "Integrations" in the Pingen App. Click on the "Add integration" button to select the Email-Letter integration.

Enter the sender's email address

For Email-Letter integration, Pingen requires the exact email address from which documents will be sent to Pingen. You can specify up to five sender email addresses.

If you send documents directly from an external tool to Pingen but don’t know the sender’s email address, Pingen offers a feature you can use to find it.

1. Click on the link "What is my sender email address?"

2. Send a test document from the external tool to the displayed email address to find the sender’s email address.

3. Once the email arrives, Pingen displays the sender’s email address and the name of the document. Pingen also checks whether the email is classified as spam or not.

4. Copy the displayed sender email address and close the window. The sender's email address can now be pasted into the field.

If emails are classified as spam, they cannot be processed by Pingen. In these cases, please ensure that your SMTP server is configured according to email best practices.

2. Specify delivery settings

Envelope window: To ensure the visibility of the recipient's address, the envelope window must be on the correct side of the envelope. Please specify whether the recipient’s address is on the left or right side in the document.

Send automatically: If “Send automatically” is enabled, the letters are sent directly after they’re transmitted to Pingen. If this feature is disabled, the letters are only transferred to Pingen and can be sent manually via the Pingen App.

Delivery Product: The delivery product option controls whether letters are sent as quickly as possible, as cheaply as possible, or in bulk. If you select the "Fast" option, the fastest available delivery option for the respective recipient country is used. If you select the "Cheap" option, letters are sent using the cheapest available shipping option.
If you select the "Bulk" shipping option, letters will be sent at even cheaper shipping prices but have a longer delivery time. If you select bulk mailing but this mailing option is not available in the recipient country, the letters will automatically be sent using the "Cheap" mailing option.

Page Handling: The page handling option determines whether your letters will be printed on one side (simplex) or on both sides (duplex).

Color Mode The color mode specifies whether the letters are printed in greyscale or in color.

If necessary, the delivery settings can also be modified after the Email-Letter integration has been completed.

Sending letters via Email-Letter integration

Once Email-letter integration is complete, you can transfer documents directly via email and have them processed by Pingen by sending them as PDF attachments from one of your sender email addresses to Pingen's recipient email address.

Track letters via the Pingen App

After the PDFs have been processed by Pingen, the sending of the letters can be tracked via the menu item "Letters" in the Pingen App.

This way, you always stay up to date about the status of your letters!