> For the complete documentation index, see [llms.txt](https://help.paintscout.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.paintscout.com/support/account-settings/your-profile/setting-up-email-notifications.md).

# Email Notifications

Configure email notifications for estimates, events, tasks, and deals in your profile settings

Set up your notifications so that PaintScout emails you when something happens on your estimates and invoices - like when a customer views, accepts, or pays. If your account includes [Operations](/support/operations/crm.md), you can also get notifications for deals, events, jobs, tasks, and lead forms.

Notifications are set **per user**, so each person on your team chooses what they receive.

<figure><img src="https://231248629-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPyUbJF1GXLjxdJqm89IQ%2Fuploads%2FhF8ATi5wfJ9rkvMzVMjJ%2FScreenshot%202026-07-15%20at%204.23.42%E2%80%AFPM.png?alt=media&amp;token=7f1138bc-a4a4-45f0-8cde-88e44ae8650d" alt="Screenshot showing the Notifications section in Your Profile settings"><figcaption></figcaption></figure>

***

### How to set up your notifications

1. Click the person icon in the top right of your page and go to **Your Profile**.
2. Select the **Notifications** section.
3. Check the notifications you'd like to receive, then click **Save**.

{% hint style="info" %}
If your permissions include **access to other users' documents**, you can choose to be notified about **all** estimates and invoices on the account, or only **your own**.
{% endhint %}

<figure><img src="https://231248629-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPyUbJF1GXLjxdJqm89IQ%2Fuploads%2Fgit-blob-1b550ce2df64ee041fb73baff4a5f95a552f96fc%2FZight%20Recording%202026-10-13%20at%2001.51.02%20PM.gif?alt=media" alt=""><figcaption></figcaption></figure>

***

### Which notifications are available?

#### Estimates and invoices

| Notification                                   | When it's sent                                                                 |
| ---------------------------------------------- | ------------------------------------------------------------------------------ |
| **Estimate accepted**                          | Your customer accepts the estimate online.                                     |
| **Estimate declined**                          | Your customer declines the estimate online.                                    |
| **Estimate viewed**                            | Your customer opens the estimate. Choose **First View Only** or **Each View**. |
| **Invoice viewed**                             | Your customer opens the invoice.                                               |
| **Additional work accepted**                   | Your customer accepts additional work on an estimate.                          |
| **Estimate or invoice could not be delivered** | The email to your customer bounced, for example because of an invalid address. |
| **Payment received**                           | A payment is made online or recorded.                                          |
| **Payment failed**                             | A credit or ACH payment made online fails.                                     |
| **New chat message**                           | Your customer sends a message through chat on an estimate.                     |

#### Operations

If your account includes the [Operations add-on](/support/operations/crm.md), you can also be notified when:

* A deal is assigned to you
* A sales event is assigned to you
* Your sales event is reassigned to another user, updated or canceled
* A job is assigned to you
* Your job is updated or canceled
* A task is assigned to you by another user
* Tasks are due soon (weekly reminder) or overdue (daily reminder), for your tasks only or for everyone's
* A lead form is submitted

<figure><img src="https://231248629-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPyUbJF1GXLjxdJqm89IQ%2Fuploads%2Fgit-blob-916c1e3f010878a788b943f630ac10fe21de641f%2FScreenshot%202026-06-22%20at%203.55.52%E2%80%AFPM.png?alt=media" alt="Screenshot showing CRM notification options for events, jobs, tasks, and deals"><figcaption></figcaption></figure>

***

### Who receives estimate and invoice notifications?

Notifications go to the **estimator** on the estimate or invoice. If the estimate is reassigned to someone else, the new estimator receives the notifications from then on.

Users with access to other users' documents can also receive notifications for **all** estimates and invoices if they choose that option.

{% hint style="warning" %}
Deactivated users don't receive notifications. If you deactivate a user, transfer their estimates to an active user so their notifications are received.
{% endhint %}

***

### Frequently asked questions

<details>

<summary>What's the difference between First View Only and Each View?</summary>

When you turn on estimate or invoice viewed notifications, you can choose how often you hear about them:

* **First View Only:** You get one email the first time your customer opens the estimate or invoice. Later views are logged in the document's Activity, but no more emails are sent.
* **Each View:** You get an email when your customer comes back to the estimate or invoice later.

</details>

<details>

<summary>Why didn't I get an email for every view?</summary>

With **Each View** turned on, PaintScout waits until there's been a full hour with no views before sending another view notification, so your inbox isn't flooded when someone opens an estimate or invoice several times in a row.

Each new view restarts that hour, including views from anyone on your team who opens the customer link. For example, if your customer views an estimate and someone in your office opens the same link 30 minutes later, the hour starts over from the office view.

{% hint style="info" %}
**Tip:** To check what your customer sees without holding back notifications, preview the estimate or invoice from inside PaintScout instead of opening the customer link.
{% endhint %}

</details>

<details>

<summary>Why am I not getting a notification?</summary>

If an expected notification didn't arrive, check the following:

1. **Is the notification turned on?** Go to **Your Profile → Notifications** and confirm it's checked.
2. **Are you the estimator?** If you only get notifications for your own estimates, you won't be notified about estimates assigned to someone else.
3. **Check your spam or junk folder.** Notifications come from **<notifications@mail.paintscout.com>**. Add it to your contacts to help them reach your inbox.

If everything looks right, see the questions below or contact <support@paintscout.com>.

</details>

<details>

<summary>Why didn't I get a notification when I marked an estimate as Accepted?</summary>

Notifications are only sent when your customer takes the action. Changing an estimate's status to Accepted yourself doesn't send one.

</details>

<details>

<summary>Why didn't I get a notification for an event or task I created?</summary>

Event and task notifications are only sent when **another user** assigns them to you, not when you assign them to yourself.

If several people share one login, PaintScout treats every action as your own, so these notifications won't be sent. Give each person their own user account.

</details>

<details>

<summary>I stopped getting all PaintScout notifications. What happened?</summary>

You may have been unsubscribed. Clicking the unsubscribe link at the bottom of a notification email stops all PaintScout notifications. Some email apps make this link look like a button, so it's easy to click by accident.

Contact <support@paintscout.com> and we can re-subscribe you.

</details>

<details>

<summary>Will a deactivated user still get notifications?</summary>

No. Deactivated users don't receive notifications. When you deactivate someone, transfer their estimates to an active user so the notifications go to someone on your team.

</details>

&#x20;&#x20;

## Related articles

<table data-card-size="large" data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><strong>Change Your Email</strong></td><td>How to request an email address change for your PaintScout account through support</td><td><a href="/support/account-settings/your-profile/how-to-change-your-email.md">Change Your Email</a></td></tr><tr><td><strong>Account Details Overview</strong></td><td>Configure your company information, timezone, contact details, logo, and brand colors that appear on estimates and documents.</td><td><a href="/support/account-settings/account-settings/account-details-overview.md">Account Details Overview</a></td></tr><tr><td><strong>Estimate &#x26; Invoice Activity</strong></td><td>Track estimate and invoice events including creation, sending, viewing, acceptance, and payments in the activity log.</td><td><a href="/support/estimating/managing-estimates-and-work-orders/managing-estimates/estimate-invoice-activity.md">Estimate &amp; Invoice Activity</a></td></tr><tr><td><strong>Chat Overview</strong></td><td>Enable real-time chat communication with clients directly on estimates, with email notifications and conversation tracking built in.</td><td><a href="/support/email-and-communication/email-settings/chat-overview.md">Chat Overview</a></td></tr><tr><td><strong>Deactivate a User</strong></td><td>Remove or deactivate a team member from your PaintScout account and optionally transfer their estimates to another user before removal.</td><td><a href="/support/account-settings/users-and-permissions/how-to-deactivate-a-user.md">Deactivate a User</a></td></tr></tbody></table>


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