Email Integration

Email Integration — Every Customer Email Handled from One Place

One flower order should not mean opening Gmail five different times. Hana Florist POS automates confirmations, delivery notifications, proposals, and reminder emails straight from your flower shop's address. No copying, pasting, or typing needed!

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The Complete Florist Email System for Orders, Deliveries, Payments, and Events

Order Confirmation Emails — Out Before the Customer Even Wonders

Nothing creates more "did you get my order?" calls than silence after a purchase. The moment an order is placed in Hana, whether in-store, by phone, or through the florist website, a branded confirmation goes straight to the customer.

Order details, delivery date, and shop contact pulled from the order record
Works for in-store, phone, and online orders through the Hana website
No manual email needed and no risk of forgetting to send one on a busy day
Customer gets immediate confirmation so they are not left wondering

Delivery Notification Emails — Answer the Question Before It Gets Asked

"Has my order been delivered?" is a call that comes in at exactly the wrong time, mid-production on a holiday morning, during a full delivery run, when the phone is already ringing for other reasons.

Automatic notification sent when the order leaves the shop
Second notification sent the moment the driver marks the delivery complete
Goes to the customer from the shop's email address, not a generic sender
Cuts inbound enquiry calls significantly during peak holiday periods
Works alongside Hana's delivery tracking for a complete customer communication loop

Wedding and Event Proposal Emails — Sent Without Leaving the System

Writing a proposal, saving it as a PDF, attaching it to a separate email, and hoping the client's reply lands somewhere findable. With Hana, the proposal is sent directly from inside the dashboard.

Proposals and contracts sent by email directly from the Hana dashboard
Client replies linked to the booking record automatically
Nothing lost between the inbox and the order system
Especially valuable during wedding season when multiple proposals are running at once
Connects with Hana's proposal builder and wedding and event management tools

Occasion Reminder Emails — Repeat Orders Without Anyone Lifting a Finger

A customer bought flowers for their spouse's birthday last year and has not been back. Hana sends personalized reminder emails before key customer dates based on order history.

Personalized reminder emails sent automatically before birthdays, anniversaries, and recurring occasions
Based on real order history so every message is relevant to that specific customer
Sent from the shop's own email address so it feels like a personal message
No manual sending and no building a reminder list by hand each month
One of the most consistent drivers of repeat orders in Hana

Balance Payment Request Emails — No More Awkward Chasing

Calling a wedding client to chase a balance payment is uncomfortable and easy to put off. Hana sends the payment request email automatically. The payment conversation does not require a phone call.

Payment request email sent automatically when a balance falls due
Clear summary of the amount owed and the due date included
Sent from the shop's email address, not a generic billing platform
No manual drafting and no relying on memory to follow up
Connects with house accounts and event booking records for accurate balance figures

Payment Receipt Emails — Clean Record, Confident Customer

Does every customer actually know their payment went through? A receipt email removes any doubt. The shop has a clean audit trail!

Payment receipt sent automatically after every transaction
Tied to the order record so there is a clean audit trail in the system
Customer confidence improves when payment is immediately acknowledged
Sent from the shop's own email address for a professional finish
Works alongside Hana's paperless billing for a fully digital transaction record

Order Cancellation Emails — Handled Professionally Without the Awkward Draft

Writing a cancellation email under pressure while managing everything else? Hana sends a professional cancellation notification so the situation is handled without adding to the team's workload.

Cancellation email sent automatically when an order is marked as cancelled
Professional tone that handles a difficult message without drama
Customer informed immediately so the situation does not linger
No manual drafting needed when the shop is already under pressure
Reduces the chance of a negative experience from poor communication

Workshop and Event Invite Emails — Keep the Shop Front of Mind Between Orders

Running a seasonal workshop or an in-store event? Hana Florist POS sends invitations! Not a mass mailing from a marketing platform, but an email that arrives from the shop's own address and reads like a genuine invitation.

Event and workshop invites sent to the customer list from inside Hana
Arrives from the shop's real email address for a personal feel
Keeps the shop visible to customers between purchases
Builds community around the brand that large online retailers cannot replicate
Loyalty programme updates and seasonal offers also sent through the same email connection with Hana's loyalty rewards

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What Actually Happens to Email in Hana Florist POS — From First Order to Repeat Customer

Order placed: Confirmation goes to the customer automatically. Order details, delivery date, shop contact. Done before the next customer is even at the counter.
Proposal sent: Wedding or event proposal emailed from inside Hana. Client replies link back to the booking record. Nothing gets lost between the inbox and the system.
Payment processed: Receipt sent automatically. Clean record in Hana Florist POS, confident customer in their inbox.
Order out for delivery: Notification sent the moment the driver leaves. Customer stops wondering.
Order delivered: Second notification sent when the driver marks the stop complete. The "has it arrived" call never comes.
Balance due on event booking: Payment request goes out automatically. No awkward follow-up call needed.
Customer occasion approaching: Personalized reminder sent before the birthday or anniversary. Repeat order comes in without any manual effort from the shop.
Post-delivery: Customer survey sent automatically after delivery. Feedback collected without anyone having to remember to ask.

Frequently Asked Questions

Wondering how email integration works in Hana Florist POS? Browse our FAQs to see what's possible before you decide.

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Hana plugs directly into your own connected Gmail or Outlook account. Messages originate from your shop's real email address. They never come from a generic notification address or a Hana domain. This keeps your shop name visible as the true sender. All replies arrive inside your normal inbox. Hana links them back to the correct order or booking record instantly.

Yes. Hana's automated emails are fully customized with your shop's branding. This includes your order confirmations, payment receipts, and delivery notifications. They combine your unique look with the customer's specific order details. You are never stuck sending a one-size-fits-all template. Every email looks accurate. They read like they came straight from your team.

Your customers will not know. From their view, the difference does not matter. The emails appear from your shop's email address. They feature personalized order details alongside your specific branding. They look like a thoughtful note typed by your team. They are built using your real account and accurate information. The only change is you did not have to write them by hand.

It manages both. For standard retail orders, Hana sends confirmation, delivery, and receipt emails automatically. For wedding and event clients, Hana sends proposals right from your dashboard. It uses your connected email account to route them. Any client replies link straight back to the specific booking record. Your entire wedding client communication trail stays in one single spot instead of getting scattered across an inbox.

No. You simply link your existing Gmail or Outlook account. Use the exact one you already use to manage shop communications. There is no new inbox to watch. You have no messy forwarding rules to configure. There is no extra password to memorize either. Setup requires a quick one-time process. Hana Florist POS handles everything else from that point forward.

Every Email That Should Go Out, Goes Out. Without Anyone Having to Remember.

Floral order confirmations, delivery updates, proposals, payment requests, occasion reminders, and receipts – all from the shop's own address, all handled automatically inside Hana Florist POS.