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How to Create Customer Contact Report for Email Marketing

If you need to export customer email addresses for an email marketing campaign, you can create custom reports in the Ad Hoc Reports system. This guide covers how to build both a general email list and a more targeted list based on recent activity.

 

Option 1: Create a General Email Marketing List (All Customers)

Steps to Resolve:

  1. Navigate to Ad Hoc Reports and click the plus (+) icon in the top left corner to create a new report.
  2. Select the Customer Reports folder, then choose Email Addresses, and click Add.
  3. Name your report (e.g., "Email Marketing List").
  4. Fill in the Description field (this is required before you can save).
  5. In the left-side panel, click on the Customer folder and select Customer Display Name to add it to your report.
  6. Click on the Contact folder, then click and drag the Contact Email field to the "Customize Report" section. Wait until the field highlights green, then release.
  7. (Optional but recommended) Also drag over Contact First Name, Contact Last Name to enhance your marketing personalization.
  8. Click Save, then click Run Report.
  9. To export the list, click Export Data Only. This will generate an Excel file with all customer emails ready to import into your email marketing service.

 

Option 2: Create a Targeted Email List (Customers Invoiced in a Specific Period)

If you want to reach only customers who have been recently serviced or invoiced, follow these steps:

Steps to Resolve:

  1. Navigate to Ad Hoc Reports and click the plus (+) icon to create a new report.
  2. Select the Financial folder, then choose Invoice, and click Add.
  3. Set the Date Range to Custom, and enter the specific start and end dates for your desired period (e.g., the last 12 months).
  4. Click and drag the Customer Display Name field to the "Customize Report" section.
  5. Click on the Bill To Contact folder, then drag the Bill To Contact Email field to your report.
  6. (Optional) Add First Name and Last Name fields for further personalization.
  7. Name your report (e.g., "Recently Serviced Customers") and fill in the Description field (required).
  8. Click Save, then click Run Report.
  9. Export the list using Export Data Only to generate an Excel file for your targeted email campaign.

⚠️ Important Callout / Things to Avoid:

  • Do not forget to fill in the Description field. This is a required field, and your report will not save without it.
  • When dragging fields, wait for the green highlight. Make sure the field you are dragging highlights green in the "Customize Report" section before releasing your mouse. If you release too early, the field will not be added.
  • Custom date ranges require specific dates. If you select "Custom" for your date range, you must enter exact start and end dates—the system will not accept vague entries like "last year" without specific dates.

Pro Tip: The targeted invoice-based report is ideal for re-engagement campaigns, allowing you to reach customers who have already done business with you and may be ready for a repeat visit or service reminder.