Send FRs via Email
June 26, 2026
Summary
For vendors without a prebuilt Flxpoint integration - how to configure automated FR delivery via email as an HTML body, PDF attachment, or CSV/XLSX file, plus setting up a custom "From" email address.
What this covers
HTML email body
PO details appear directly in the email - no attachment. Ideal for vendors who read order emails directly.
PDF attachment
A formatted PO PDF generated from your HTML template - sent as an email attachment or via FTP.
CSV / XLSX file
Structured data file for vendors who import orders - requires a column mapping template.
Custom From email
Replace notify@flxpoint.com with your own sender address for brand consistency and better deliverability.
When to use email-based Send FRs
| Situation | Best format |
|---|---|
| Vendor reads PO details directly from email, no system to import into | HTML email body - cleanest, no attachment needed |
| Vendor wants a printable or archivable PO document | PDF attachment - generates from your HTML template |
| Vendor imports order feeds into their own system | CSV / XLSX - structured data, requires column mapping |
| Vendor retrieves files automatically from FTP | PDF via FTP or CSV/XLSX via FTP - configure FTP destination instead of email |
Format comparison
| Format | Requires mapping template? | Template type | Data source |
|---|---|---|---|
| HTML email body | No | HTML with merge variables | Pulled dynamically from the FR object via variables in your template |
| PDF attachment | No | HTML rendered to PDF | Same merge variables as HTML - auto-populates from FR, addresses, items |
| CSV / XLSX | Yes - required | Column mapping with custom headers | Each column mapped to a specific FR field - you define which fields and in what order |
Source → Integrations → Send Fulfillment Requests → Connect an Integration
Each format has its own connector type. Choose the one matching your vendor's preference, then follow the three-step setup: connect, configure settings, and (for CSV/XLSX only) define a mapping template.
CSV / XLSX advanced settings reference
| Setting | Description | When to use |
|---|---|---|
| Hold for X Hours | Batches multiple FRs and sends them as one combined file after the specified delay | Vendor wants a single order file at scheduled intervals rather than one file per FR |
| Send During Business Hours | Restricts file sending to the vendor's operating hours | Vendor only accepts files during specific hours - prevents overnight sends being missed |
| Delimiter | Character separating columns (default: comma for CSV) | Vendor's system requires a non-standard separator such as semicolon or tab |
| Quote Character | Character used to wrap text values containing commas | Vendor requires strict quoting behavior for fields with special characters |
| File Extension | Overrides the file extension regardless of actual format | Vendor expects a specific extension (e.g. .txt) even for CSV data |
| Excel Sheet Index | Which sheet in an XLSX file contains the data (0 = first sheet) | XLSX only - vendor's import process reads from a specific sheet tab |
Custom "From" email address setup
| Step | What you do | What Flxpoint does |
|---|---|---|
| 1. Submit address | Email your desired From address to support@flxpoint.com | Triggers a verification email to your address (valid for 24 hours) |
| 2. Verify ownership | Open the verification email and click the link | Confirms you control the address |
| 3. Activation | Nothing - Flxpoint Support handles this | Enables the address in your account and makes it available as an "Email From" option in Send FR integrations |
The custom From email only applies to Send FR outbound emails. It does not affect custom alert emails or any other Flxpoint notification types. No changes needed in Flxpoint settings - Support handles the activation.
Non-obvious failures
CSV/XLSX requires a mapping template - HTML/PDF do not
Unlike HTML and PDF integrations which pull data dynamically from your template variables, CSV/XLSX outputs require a column mapping template that explicitly defines which FR field maps to which column and what the header name is. Without this, the file will be empty or missing fields the vendor expects. HTML and PDF integrations use merge variables directly - no separate mapping step.
Verification link expires after 24 hours
When setting up a custom From email, the verification link sent to your address is only valid for 24 hours. If you miss the window, contact support@flxpoint.com to request a new verification. The address cannot be activated without completing verification - there is no bypass.
FAQs
Can I send to multiple vendor email addresses for the same source?
Yes. In the Email Address (To) field, enter multiple addresses separated by commas:
vendor1@abc.com, vendor2@abc.com. All addresses receive the same email when the FR is processed.How do I customize the PDF or HTML template to match my brand?
After clicking Setup on the HTML Template field, Flxpoint generates a sample template you can edit directly. You can modify layout, fonts, colors, add your logo URL, and insert merge variables from the Template Formatting panel. The built-in AI template helper can also generate or redesign sections from a plain-text description.
Can PDF files be sent to an FTP server instead of email?
Yes. When connecting a PDF integration, instead of selecting PDF File (Email Outbound), select the PDF via FTP connector. You configure FTP credentials and folder path instead of email addresses. Useful for vendors who retrieve files programmatically from FTP rather than monitoring email.
Does the custom From email affect other Flxpoint notification emails?
No. The custom From address only applies to Send FR outbound emails. Custom alert emails configured under Email Connections in Settings use separate senders and are not affected. Existing alert configurations remain unchanged after activation.