Common questions

NoticeFlow is a mail-merge tool for professional users like bookkeepers, property managers, and finance teams. You upload a CSV of recipients, write one email template with {{first_name}}-style variables, optionally attach a personalised PDF per recipient, and send to the whole list. Each recipient gets their own personalised email and PDF.

Go to /signup and enter your email + password. We send a confirmation email — click the link in it to activate your account. You'll get 10 free trial emails to try a campaign without paying.

1. Sign in and click New campaign
2. Upload a CSV of recipients (first row = column headers)
3. Review the auto-detected variables
4. Write your email body using {{firstname}} or any other column name
5. Optionally upload a DOCX template for personalised PDF attachments
6. Pick a sender — NoticeFlow Relay (default, no setup) or your connected Gmail/Microsoft
7. Click Send

• Single Campaign · A$15 one-off: one campaign of up to 500 emails. Use within 30 days of purchase. Best for occasional sends like an annual price-change letter.
• Business Monthly · A$59/month: 5,000 emails per billing period, unlimited campaigns, plus option to top up with A$10 / 1,000 extra emails. Cancel any time.
• See /pricing for the full comparison.

Every column in your CSV (besides the email column) becomes a variable. Wrap the variable name in double curly braces, e.g.{{first_name}}or {{account_number}}.

The same variables work in the subject line, body, the DOCX attachment template, AND the attachment filename. So invoice-{{account_number}}.pdf as a filename pattern gives each recipient a uniquely-named PDF.

First row must be column headers (e.g. email,first_name,company,account_number). One of those columns must contain email addresses — NoticeFlow auto-detects which.

Headers are normalised: lowercase, no spaces. So First Name becomes the variable {{first_name}}. Max file size: 5 MB. Encoded as UTF-8 (most spreadsheets save this by default).

Yes. Upload one DOCX template with the same {{variable}} placeholders you use in the email body. NoticeFlow generates a unique PDF per recipient and attaches it to their email. Useful for personalised invoices, notice letters, statements, etc.

Go to Mailboxes → click Connect Gmail or Connect Microsoft. OAuth flow opens — you authorise NoticeFlow to send emails on your behalf (no inbox-reading permission requested).

Then in any campaign, step 5 lets you pick that mailbox as the sender instead of NoticeFlow Relay.

NoticeFlow Relay (default): effectively no daily limit for your usage.

Your own mailbox: subject to your provider's daily cap.

• Free Gmail: 500/day
• Gmail Workspace: 2,000/day
• Personal Outlook/Hotmail: 300/day
• Microsoft 365: 10,000/day

If you exceed your provider's cap mid-send, NoticeFlow detects it, marks the affected recipients as failed, and shows you exactly which row the cap kicked in at — so you can retry tomorrow or switch to NoticeFlow Relay for the rest.

Two common causes:

• New sender reputation. If you're a brand-new NoticeFlow user, recipients' email providers haven't seen mail from your address before. After a few clean sends + recipients marking your messages as "Not spam", reputation improves and inbox placement becomes normal. Usually 2-3 weeks.
• Content triggers. Heavy use of all-caps, exclamation marks, "act now"/"limited time"/"buy now" phrases, or links to a different domain than your sender domain all increase spam scores. Write like a human, not a marketer.

FAILED means some or all recipients didn't receive the email. Click into the campaign — there'll be a recipients failed section with a per-row error list and a Download CSV button.

Common reasons:

• Provider rate-limit hit your daily cap. The error message names the row where it started. Wait until tomorrow or switch to NoticeFlow Relay.
• Mailbox disconnected (token expired). Go to Mailboxes → reconnect.
• Invalid recipient addresses. Fix in the CSV, re-upload as a new campaign.

You can click Retry campaign if the issue is resolved. Already-sent recipients are skipped on retry — only the failed ones are attempted again.

All major credit and debit cards via Stripe Checkout. Apple Pay works in Safari. We also accept Link (Stripe's saved-card shortcut). Other methods enabled in Stripe Dashboard automatically appear at checkout. All prices in AUD.

On the day you subscribe, then on the same date each month after. Cancel any time before the renewal date to avoid the next charge. You keep full access until the end of your current billing period.

Go to Billing → click Cancel subscription. Opens the Stripe Customer Portal where you confirm. Your subscription stops at the end of the current billing period — no further charges. You keep full Business Monthly access until then.

For first-time customers within 7 days of purchase, contact support@noticeflow.ai and we'll refund without hassle. After 7 days, refunds are at our discretion (Australian Consumer Law still applies for substantive issues).

Business Monthly: monthly quota doesn't roll over. Each billing period starts with 5,000 fresh emails.

Overage Pack: expires at the end of your current billing period.

Single Campaign: must be used within 30 days of purchase. After 30 days, the credit expires and is non-refundable.

No. Single Campaign credits have a strict 30-day window from purchase. After expiry, the credit is gone and can't be reactivated. If you have an urgent legitimate need (you bought it and lost access for a reason outside your control), email support@noticeflow.ai — we handle exceptions case-by-case.

Every Stripe payment generates a tax invoice automatically. Find past invoices via Billing → Manage in Stripe → Invoices. Each includes the ABN of Geotechnical Toolkit Pty Ltd (NoticeFlow's operating entity).

Sign in → sidebar → Password → enter current and new passwords. Stays signed in on this device; other devices will need the new password next time.

Forgot your current one? Use /forgot-password for the email-reset flow.

Go to /forgot-password, enter your email, and we'll send a reset link (valid for 1 hour). If you don't see it, check your spam folder — emails from new domains often get filtered.

Email support@noticeflow.ai from the email address on your account. We delete your data within 7 days — including campaigns, recipients, CSV uploads, signature, and OAuth tokens. Stripe subscriptions are cancelled first if active. Once deleted, the data cannot be recovered.

Minimum required to operate the service:

• Your account email, name, and password hash
• Campaigns you create, including CSVs you upload (stored encrypted in object storage)
• OAuth refresh tokens for connected Gmail/Microsoft mailboxes (encrypted at rest with AES-256-GCM)
• Stripe customer ID (no card details — those stay with Stripe)
• Usage metrics: emails sent per billing period

Full details: /privacy.

No. When you connect Gmail, we request the gmail.send scope only. We cannot read, list, or modify messages in your inbox, sent folder, drafts, or anywhere else in your mailbox. We only use the scope to send emails on your behalf, when you trigger a campaign send. Revoke at any time at myaccount.google.com/permissions.

Two ways:

• From NoticeFlow: Mailboxes → click Disconnect
• From the provider directly: myaccount.google.com/permissions for Google, account.live.com/consent/Manage for Microsoft

Revoking immediately stops NoticeFlow from being able to send via that mailbox. Existing campaigns mid-send will start failing.

Things to try, in order:

1. Check spam / junk / "Other" folder
2. Wait 2-3 minutes — Resend can sometimes take a moment
3. Request again (the previous link is invalidated)
4. Confirm you signed up with the email you're checking — typos in your email at signup are common
5. Some corporate email filters reject mail from new sending domains entirely. Try a personal email if possible, or contact IT.

Still nothing after 10 minutes? Email support@noticeflow.ai with the email address you signed up with.

This is expected while we're going through Google's OAuth verification (a 4-6 week review process). It's not a bug, but Google's caution about new apps using sensitive permissions like gmail.send.

To proceed: click Advanced → Go to NoticeFlow (unsafe). You'll then see the standard consent screen. Note: during the verification period Google may strip the gmail.send permission from non-test users — in that case the connect succeeds but sends fail. Workaround: use NoticeFlow Relay as your sender (no Gmail connection required) or ask us to add your email to the test users list.

• Check the file is under 5 MB
• Save as UTF-8 (Excel default is fine in newer versions; LibreOffice asks during Save As)
• The first row must be headers — not data
• At least one column must contain email addresses
• Avoid special CSV-unsafe characters (excessive quotes, control characters) in cell values

Sends are paced at 2-3 seconds per recipient to avoid provider throttling — so a 500-recipient campaign takes ~20 minutes, and a 5,000-recipient campaign takes ~3.5 hours. Check back later. If it's been more than an hour AND you have fewer than 100 recipients, something's wrong — email support@noticeflow.ai with the campaign name.

Email support@noticeflow.ai. Include your account email + the campaign name or screenshot if relevant. Replies usually within one business day.