Tracking Every Client Email with the Communications Hub

When a client asks "did you ever send me that report?" you want a confident answer, not a frantic dig through your sent folder. The Communications hub gives you exactly that: a single, searchable record of every email your business has sent to clients, complete with proof of whether it was delivered and opened.

This is your business's outbound email log. Visit reports, invoices, receipts, contracts, and lead replies all flow into one place, so you never have to hunt across different parts of the app to see what went out and to whom. This guide shows you how to read the log, filter it, and use delivery status to stay on top of your client communication.

What you see in the hub

Open Communications from the navigation. The header shows the total number of emails on record, and each row gives you the full story at a glance:

1. Date the email was sent.
2. Contact, linked to the client when there is one, or the raw email address otherwise.
3. Property the email relates to.
4. Source, a category badge such as Invoice, Receipt, Report, Lead, or Contract.
5. Subject, the Recipient, and a color-coded Status badge.

Only real client communication appears here. Internal and owner-notification emails are deliberately left out so the log stays focused on what your clients actually received.

How to filter the log

As your history grows, the filter toolbar helps you find any message fast:

1. Search by subject or email address.
2. Filter by Category to see just invoices, reports, leads, and so on.
3. Filter by Status to isolate, for example, every bounced email.
4. Filter by Client to pull up everything you have sent one customer.
5. Set a From and To date range to focus on a period.

Click Filter to apply your choices and Clear to reset. Results page through 50 at a time.

Understanding delivery status

Every email starts as Sent the moment it goes out. From there, the status updates on its own as your email provider reports back what happened:

1. Delivered means it reached the recipient's mail server.
2. Opened and Clicked mean the client engaged with it.
3. Bounced, Spam, and Failed mean it did not get through, so you can follow up another way.
4. Delayed means delivery is still being retried.

The status badge is color-coded, with green for delivered and opened, red for bounces and failures, and yellow for delays. That turns the hub into an at-a-glance deliverability dashboard: a green row tells you the client got their report, and a red row on an invoice tells you to pick up the phone before it costs you.

Choosing the report layout clients receive

The reports you send can use one of two layouts. Owners set the default under Settings > Communications > Report layout: Standard, or Summary + Details, which adds a one-page summary up front with a written overview drafted by AI from your notes. To give one client a different layout, open the client and choose Edit. See AI report summaries and report layouts.

Why it matters

A documented, searchable trail of every client email, plus proof of delivery, is the kind of professionalism that builds trust and protects you if a question ever comes up. It is one more way HomeWatcher helps you run a tighter, more credible operation.

What comes next

See how the Communications hub fits alongside the rest of your toolkit on the features page, or get started and watch your sent emails build into a complete record.