You have done the hard work. First, you marketed your services effectively. Next, you answered the initial enquiry promptly, and then you calculated the perfect price. Finally, you hit “Send” on the quote, excited to win the job.
Then… silence.
You wait a day. Subsequently, two days pass. After a week, you eventually assume the customer went with a cheaper competitor. However, the reality might be far more frustrating: They never even opened your email.
Why does this happen? The reason is simple: because they didn’t recognise the sender.
Instead of seeing an email from Your Business, they saw a notification from noreply@GenericSoftwareApp.com. To a busy customer scanning their inbox, that looks like spam, a receipt for something they didn’t buy, or a marketing bot. Consequently, they deleted it without a second thought.
At The One, we understand that the “From” address is just as important as the price inside the quote. That is why we built our platform with full Custom SMTP Integration. This powerful feature allows you to use your own email domain for every single client interaction, ensuring your quotes get recognised, opened, and accepted.
The Quote Crisis: Why Open Rates Are Killing Your Conversions
When we talk about winning jobs, we often focus on pricing or speed. However, the first hurdle is simply getting the prospect to open the digital envelope.
In today’s digital world, people make split-second decisions about which emails to read and which to trash. This is known as the “3-second rule.” If the sender doesn’t look familiar or trustworthy within three seconds, the email is deleted.
The “Who Is This?” Problem
For example, imagine your customer, Sarah, has asked three local companies for a quote.
- First, Company A sends a quote from
dave@DavesPlumbing.co.uk. - Next, Company B sends a quote from
office@EliteHeating.com. - Finally, Company C (You) sends a quote from
notifications@mailer-app-service.net.
Sarah scans her inbox. Immediately, she recognises Dave and Elite Heating. After clicking to compare their prices, she makes a decision. However, she skips over the email from “mailer-app-service” because she doesn’t know who that is. In fact, she might even think it is a phishing attempt.
By failing to use your own email domain, you are effectively wearing a mask to a business meeting. Therefore, you are hiding your identity at the exact moment you need to establish trust.
The Deliverability Trap
Furthermore, it is not just about human psychology; it is about technology, too. When a software provider sends millions of quotes for thousands of different companies from a single, generic domain, their reputation with email providers (like Gmail, Outlook, and Yahoo) takes a hit.
If other companies using that software are sending spammy content, your legitimate quote gets punished. As a result, it ends up in the Spam or Promotions folder, buried under a mountain of junk mail. On the other hand, when you use your own email domain, you protect your reputation. You ensure that your valuable quotes land right in the Primary Inbox where they belong.
The Solution: Your Domain, Your Identity
With The One, we hand the keys back to you. Through our SMTP (Simple Mail Transfer Protocol) Integration, you can connect your own professional email address directly to our platform.
This means every quote, invoice, and reminder is technically sent by your server, but automated by our intelligence.
Here is why making the switch to use your own email domain will transform your conversion rates.
1. Instant Recognition Equals Higher Open Rates
When a prospect requests a quote, they are actively looking for your name. They want to see “Pro Cleaners UK” or “Smith & Sons Electrical” in their inbox.
By using your own domain, you provide that instant recognition.
- Generic Sender: Open Rate ~15-20% (Often ignored or spammed)
- Branded Sender: Open Rate ~60-80% (High recognition)
The math is simple: If they don’t open the email, they can’t see the price. Furthermore, if they can’t see the price, they can’t hire you. Therefore, switching to The One and using your custom domain is the single fastest way to fix a “leaky” sales pipeline.
2. The Power of the Reply (Two-Way Negotiation)
Sending a quote is rarely the end of the conversation. On the contrary, a customer will often have a question before they commit.
- “Does this price include materials?”
- “Can you come on Tuesday instead?”
- “Is VAT included?”
Unfortunately, if you are using generic software with a “noreply” address, the customer hits reply only to receive a bounce-back error: “Address not found.”
Now, you have created a hurdle. Consequently, the customer has to find your website, look for your phone number, and call you. In 2025, most customers won’t bother. They will just reply to the competitor who did use your own email domain and allowed for a conversation.
With The One, replies land directly in your real inbox. You can answer questions instantly, negotiate terms, and secure the deposit—all within the same email thread.
3. Marketing Funnels That Actually Convert
The One includes powerful Marketing Funnels designed to nurture leads and upsell customers. You can create automated sequences that send emails days or weeks after a job is completed.
However, marketing emails are scrutinised even more heavily than quotes.
- For instance, if a “Nurture Sequence” comes from a generic bot address, it is immediately marked as spam.
- Conversely, if it comes from
hello@yourbusiness.com, it feels like a personal check-in.
To get a return on investment from email marketing, you must use your own email domain. It signals to the customer (and the spam filters) that you are a legitimate business sending relevant information, not a spam bot blasting thousands of strangers.
4. Professional Branding at Every Touchpoint
Your brand is your promise to the customer. Furthermore, you likely spent money on a logo, a nice website, and vehicle wraps. So, why let your email address let the side down?
Every time a customer sees your company name in the “From” field, it reinforces your authority. It looks established, professional, and secure.
Whether you are sending a quote email, a payment request, or a job completion notification, the experience should be seamless. The customer should never feel like they have been handed off to a third-party system. They should feel like they are dealing with you from start to finish.
How It Works: Complex Tech Made Simple
You might be worried that setting up a custom domain sounds technical and difficult. However, we have made it incredibly simple.
First, inside your Company Settings on The One, you will find the Email Settings tab. Then, simply follow these steps:
- Select SMTP: Choose the option to enable SMTP settings.
- Enter Credentials: Input the standard details from your email provider (Host, Port, Username, and Password).
- Save: That is it.
We support all major providers, including:
- Google Workspace (Gmail)
- Microsoft Office 365 (Outlook)
- Zoho Mail
- Your Web Host (cPanel/Webmail)
Once you enter these details, our system encrypts them (turning them into ****** for security) and uses them to send emails on your behalf. The customer sees your name, your email address, and your branding. They never see “The One” or a generic mailing server.
Real-World Scenarios: The Cost of Generic Emails
To truly understand the impact, let’s look at the financial reality of using generic email addresses versus your own domain.
Scenario A: The “Ghosted” Quote
The Situation: You quote £2,500 for a landscaping job. The Generic Way: The email is sent from noreply@app-mailer.com. Unfortunately, it lands in the customer’s “Promotions” tab. Although they check their Primary inbox, they don’t see you. Consequently, they assume you forgot to quote and hire someone else. The Cost: £2,500 lost revenue.
Scenario B: The Failed Negotiation
The Situation: You quote for a deep clean, but the customer wants to add carpet cleaning. The Generic Way: They hit “Reply” to ask for the add-on. However, the email bounces. As a result, they get frustrated by the error message and decide it’s too much hassle to chase you. The Cost: Lost upsell and potential recurring revenue.
Scenario C: The Success Story
The Situation: You use The One and use your own email domain. The Outcome: The quote arrives in the Primary Inbox. Immediately, the customer recognises your name. Subsequently, they open it, click the “Accept” button, and the job is booked. If they reply, you answer instantly. The Benefit: Job won, trust built, brand reinforced.
Stop Hiding Behind a “Noreply” Address
Your customers want to buy from people, not platforms.
In fact, if you are currently using software that forces you to hide your identity behind a generic email address, you are undoubtedly losing money. As a result, you are losing open rates, losing trust, and losing the ability to communicate freely.
In a competitive market, you cannot afford to be invisible.
Therefore, it is time to switch to The One, claim your identity, and ensure that when you send a quote, it gets the attention it deserves.
Ready to boost your open rates and win more jobs?
Start your 7-day free trial today and experience the power of using your own email domain. No credit card required—just full access to professional tools that put your brand first.