Inbound Notifications in Toolbx

Why this matters

Inbound notifications are how Toolbx tells your team that something needs attention — a new order, a submitted payment, a credit application waiting on review. Pointing each event at the right inbox keeps work moving and stops things from getting buried in a single shared address.

From the admin, you assign one or more email recipients for each event. Every field accepts multiple email addresses, so you can loop in a whole team — sales, AR, a manager — without forcing them to share an inbox. Set a Default to catch everything, then override individual events with the team or people who should own that work. Location-specific configurations override the global configuration, so a single dealer with multiple branches can route notifications to the right yard without affecting the others.

How it works

Default recipients. The fallback inbox (or inboxes) for any event without an event-specific assignment.
Event-level overrides. Assign one or more recipients to any of the events below to bypass the default.
Multiple addresses per field. Every field accepts more than one email address, so you can notify a whole team at once instead of relying on a single point of contact.
Location overrides. Anything set on a location wins over the global configuration for that branch.

Notification events

Each event below corresponds to a specific moment in Toolbx. Use this to decide who should be notified and how often that team can reasonably respond.

Event	What it covers	Who to assign
Default	Catch-all recipient for any event without an event-specific assignee. Acts as a safety net so nothing slips through.	A shared inbox or operations lead who can route messages internally.
Customer Registrations	Triggered when a new customer signs up to your storefront and needs review or approval.	AR or finance — registrations typically tie to credit terms and account setup, so AR is best positioned to vet and activate.
Messages	Inbound texts and chat messages from customers sent through your text-enabled landline.	Sales desk or inside sales — the team responding to customer questions in real time.
Orders	New online orders placed through your storefront, plus updates on existing orders.	Order desk, dispatch, or whoever processes orders into the ERP.
Payment Failures	Triggered when a customer submits a payment that needs follow-up — quick attention here keeps the order moving smoothly.	AR or finance — someone empowered to reach out and resolve the issue same-day.
Chargebacks	A cardholder has disputed a charge through their bank. Time-sensitive — evidence must be submitted within the network deadline.	Finance or AR lead. Chargebacks have hard windows; assign someone who checks email daily.
Payments	Successful payment events — invoices paid, payment links completed, deposits received.	AR team or bookkeeper for reconciliation against the ERP.
Quotes	Inbound quote requests from the storefront, plus updates when customers accept or reject quotes.	Sales rep or estimating desk for the location.
Message Threads	Activity on existing message threads — replies, status changes, or new participants joining a conversation.	Same recipient as Messages, unless a different team owns thread follow-up.
Documents	Documents uploaded by customers (POs, signed agreements, proof of delivery, etc.) attached to an order, quote, or account.	Order desk or AR — whichever team needs the document to move work forward.
Credit Applications	A customer has submitted a digital credit application for review.	Credit manager or finance lead responsible for approving terms.
Cash Applications	Notifies when a payment has been applied to one or more open invoices in the customer’s account.	AR clerk or finance team handling reconciliation.
Order Deposits	Fires from the payment request flow — a deposit has been collected against an order, typically for special orders or large jobs.	Order desk so they can release the order to fulfillment, plus AR for the books.
Account Receivables	Fires from the payment request flow — covers AR-related events like invoices being paid against and balances updating.	AR team and finance lead.

Setup tip

Start with a working Default recipient (an alias like notifications@yourcompany.com is ideal), then layer in event overrides for the moments your team needs to act on quickly: Payments, Messages, and Chargebacks are good ones to set up first. Add as many recipients as you need — there’s no limit per field.

Common routing patterns

A few patterns we see working well across Toolbx dealers:

Sales team owns the front door.

Messages, Message Threads, Quotes, and Orders go to the sales desk so reps can act on demand and conversation immediately.

Finance owns the money — and the new accounts.

Payments, Payment Failures, Chargebacks, Cash Applications, Order Deposits, and Account Receivables go to AR or finance for fast reconciliation and follow-up. Customer Registrations belong here too — new accounts typically tie to credit terms and account setup, so AR is best positioned to vet and activate them.

Credit and documents go to a decision-maker.

Credit Applications go to whoever approves terms. Documents typically follow the order desk, but if your AR team handles signed agreements, route them there instead.

Combine shared inboxes with lists of emails.

The strongest setups use both: an alias like ar@, sales@, or orders@ as the durable recipient, plus a few individual addresses on the same field for the people who need a direct ping. Personal email alone breaks the moment someone’s on vacation — pairing the alias with named recipients keeps coverage continuous and makes sure the right people see it.

Need a hand?

Notification routing is one of the small settings that quietly determines how fast your team responds to customers. If you’re unsure where to start, your Toolbx implementation manager can walk through your team structure and suggest a configuration that fits.