Keep your sales and account management teams in the loop by automatically sending copies of payment reminders to your CRM. This feature ensures everyone stays informed about customer payment communications without switching between systems.
What is the BCC to CRM feature?
The BCC (Blind Carbon Copy) feature allows Paidnice to automatically send copies of your reminder emails directly into your CRM system. When enabled, every payment reminder, statement, or late fee notification sent to a customer is also logged in your CRM against that customer's record.
This means your sales reps and account managers can see the full payment communication history in their CRM, making it easier to provide better customer service and avoid awkward conversations about overdue payments.
Supported CRMs
Paidnice's BCC feature works seamlessly with popular CRM platforms:
Pipedrive - Uses Smart BCC addresses
HubSpot - Uses email logging via BCC
Salesforce - Uses Email to Salesforce functionality
The feature works with any CRM that supports email logging via BCC addresses.
How to set it up
Step 1: Get your CRM's BCC address
First, you'll need to find your CRM's special BCC email address:
For Pipedrive: Navigate to Settings > Email sync > Smart BCC address and copy the address provided.
For HubSpot: Go to Settings > Inbox & Tracking > Log emails from your personal email and copy your unique logging address.
For Salesforce: Find your Email to Salesforce address under Setup > Email Administration > Email to Salesforce.
Step 2: Create a Sender Profile with BCC in Paidnice
The BCC address is configured through Sender Profiles, which control who the email appears to come from and where copies are sent.
In Paidnice, go to Settings > Sender Profiles
Create a new profile or edit an existing one
Add your CRM's BCC email address to the BCC field
Give the profile a descriptive name (e.g., "BCC to CRM" or "Log to Pipedrive")
Save your changes
Pro tip: You can create multiple sender profiles with different BCC addresses. For example, you might have one that logs to your CRM and another that doesn't.
Step 3: Apply the sender profile to your policies
Now you need to tell Paidnice which reminder emails should use this sender profile:
Option 1: Apply to all email policies Edit each email reminder policy and select your BCC-enabled sender profile from the Sender Profile dropdown. This will send copies of all reminder emails to your CRM.
Option 2: Apply selectively Only apply the BCC sender profile to specific policies. For example:
Use the BCC profile for overdue reminders and late fee notifications
Use a different profile (without BCC) for "Thank You" emails when customers pay
This gives you complete control over which communications appear in your CRM.
Where to find the Sender Profile dropdown
The Sender Profile dropdown is located in the More Options tab of any email reminder or late fee policy:
Go to Groups > [Your Group] > Email Reminders (or Late Fees, Statements, etc.)
Click the More Options tab
Find the Sender Profile dropdown
Select your BCC-enabled profile
What gets logged in your CRM
When enabled, the following Paidnice communications are captured in your CRM:
Invoice reminder emails (before due date, on due date, overdue)
Late fee notifications
Payment thank you emails (when "On Payment" trigger is used)
Customer statements
Quote reminders (if you're using Paidnice to chase quotes)
Any custom notifications you've configured
Each email appears as a logged communication against the customer record, showing:
The full email content (subject line and body)
Send date and time
Which invoice, statement, or quote the email relates to
Any attachments that were included
Benefits for your team
For Sales Reps:
See if a customer has received overdue reminders before making a sales call
Understand the payment status without asking finance
Avoid awkward conversations by knowing which customers are behind on payments
Access the complete payment communication timeline directly in the CRM
For Account Managers:
Track all financial communications with customers in one place
Provide better customer service with complete context
Identify customers who may need payment plan discussions
Spot patterns in payment behavior (e.g., always pays late but eventually pays)
For Finance Teams:
Keep sales informed without manual updates or forwarding emails
Reduce "Did you send a reminder?" questions
Maintain a complete audit trail of all customer communications
Coordinate with sales on escalation workflows (e.g., when a customer hits 60 days overdue)
Advanced: Trigger CRM automations based on payment communications
Most CRMs allow you to create workflows based on logged emails. You could automatically:
Escalation workflows:
Create a follow-up task for a sales rep when a customer receives their third overdue reminder
Alert an account manager when a VIP customer gets a late fee notification
Automatically flag accounts that have received multiple late payment reminders
Customer health scoring:
Deduct points from a customer health score when late fee notifications are sent
Add points when "Thank You" payment receipts are logged
Create reports on which customers require the most payment follow-up
Team coordination:
Notify the sales manager when a customer enters Paidnice's escalation workflow
Create tasks for account managers to call customers who are 30+ days overdue
Update customer tags or statuses based on payment behavior
Using multiple sender profiles strategically
Paidnice's sender profiles aren't just for BCC—they also control the "From Name" and personality of your emails. Here's a powerful strategy:
Profile A: "Sarah from [Company]" + BCC to CRM
Friendly, for "Before Due" and "On Due" reminders
Sales team sees these friendly nudges in the CRM
Profile B: "Accounts Receivable" + BCC to CRM
Formal, for late fee notifications and overdue escalations
Account managers see when things are getting serious
Profile C: "The Founder" + No BCC
Personal, for "Thank You" emails or high-stakes escalations
Keep these out of the CRM to maintain their special nature
This approach creates a natural escalation path that your team can track in the CRM.
Common use cases
Use Case 1: Wholesale business with account managers
Setup: Apply BCC profile to monthly statement policies only
Result: Account managers see the monthly summary emails in CRM, making it easy to discuss outstanding balances during their regular check-ins
Use Case 2: Service business with sales reps
Setup: Apply BCC profile to all overdue reminders (7 days, 14 days, 30 days late) Result: Sales reps can see payment issues before making upsell calls, avoiding awkward timing
Use Case 3: Trade business with escalation workflow
Setup: Apply BCC profile to late fee notifications and escalation policies
Result: When Paidnice triggers an escalation workflow at 60 days overdue, the CRM automatically creates a task for the credit controller to call the customer
FAQ
Q: Will my customers know I'm BCCing their emails to my CRM? No. BCC stands for Blind Carbon Copy, the recipient cannot see that a copy was sent elsewhere. It's completely invisible to them.
Q: Will this slow down email delivery? No. Email delivery speed remains the same whether BCC is enabled or not.
Q: Can I use different BCC addresses for different customer groups? Yes. Create multiple sender profiles with different BCC addresses and apply them to specific groups using Paidnice's Group feature. For example:
"VIP Group" could use a profile that BCCs to
[email protected]"Standard Group" could use a profile that BCCs to
[email protected]
Q: What if I only want to BCC certain types of emails, not all of them? That's the power of sender profiles. Simply:
Create two profiles: one with BCC enabled, one without
Apply the BCC profile only to the policies you want logged (e.g., overdue reminders)
Apply the non-BCC profile to everything else (e.g., thank you emails)
Q: What if my CRM doesn't support BCC email logging? Most modern CRMs support this feature, but if yours doesn't, contact us at [email protected] and we can explore alternative integration options.
Q: Will this use my CRM's email storage limits? Yes, logged emails count toward your CRM's storage. However, since these are typically small text emails, the impact is minimal. Most businesses find the benefits far outweigh any storage considerations.
Q: Can I stop BCCing emails to my CRM? Absolutely. Either:
Remove the BCC address from your sender profile settings, or
Switch your policies to use a different sender profile without BCC enabled
Q: Does this work with the "Traffic Light" system? (Draft/Active/Inactive) Yes. Whether your policy is in Orange (Draft), Green (Active), or Red (Inactive) mode doesn't affect the BCC function—it's about whether the email actually gets sent:
🟠 Orange (Draft Mode): When you approve a draft action, the email will be sent with BCC
🟢 Green (Active Mode): All emails sent automatically include the BCC
🔴 Red (Inactive): No emails are sent, so no BCC occurs
Q: Will my late fee notification emails be logged in the CRM? Yes, if you apply a BCC-enabled sender profile to your late fee policy. This is particularly useful because your sales team can see when customers have been charged late fees, helping them understand the full context of the relationship.
Q: What about statement emails? Will those be BCCed too? Yes. If your automatic customer statement policy uses a sender profile with BCC enabled, every statement email will be logged in your CRM. This is especially powerful for wholesale/trade businesses where account managers need to see the monthly summary communications.
Q: Can I see which emails were BCCed in Paidnice? Paidnice doesn't track the BCC separately, it's handled at the email sending level. However, you can always check your CRM to see which emails were successfully logged.
Testing your setup
Before rolling this out to all customers, test it:
Create a test customer in both Xero/QuickBooks and your CRM with the same email address
Create a test invoice for this customer
Run a reminder policy manually using the Action Now button in Paidnice
Check your CRM, the email should appear as a logged activity against the test customer
If it doesn't appear:
Verify the BCC address is correct in your sender profile
Check your CRM's email logging settings are enabled
Ensure the email address in Xero/QuickBooks matches the one in your CRM exactly
Need help?
Our support team is here to help you get set up. Contact us via the chat icon in Paidnice or email [email protected].