DocHub/MaxShipping/Cloud Functions/Email Templates & Notifications

All automated emails — templates, recipients, triggers, and content

Email Templates & Notifications

All emails are sent via Nodemailer through Hostinger SMTP (smtp.hostinger.com:465). Two transporters exist: a primary one for system alerts and a formatted one for client-facing branded emails.

Function: sendFormattedEmailWithData (HTTP) / generatePackageStatusEmail (helper) Trigger: Manual HTTP call with ?clientID=...&containerID=...&test=0/1/2 Recipients: Client email from Clients collection Test param: 0 = client only, 1 = client + test addresses, 2 = test only

Template:

Full branded HTML with MaxShipping logo
Blue accent (#0066cc)
Client greeting with first name
Container name and ship date
Estimated arrival: ship date + 11 days
Package table: tracking number, description, dimensions, status
Status color coding: green (delivered/picked up), blue (in transit), orange (processing)

Invoice & Payment Emails

Invoice Failure Notification

Function: sendInvoiceFailureEmail Trigger: Square API failure during automatic or manual invoice processing Recipients: jaz@omelasai.com, log@omelasai.com, patrick@omelasai.com, shipittomax@gmail.com, maxshippingroatan@gmail.com

Template:

Red header (#d9534f)
Invoice ID, error message, timestamp
Function name that failed (automatic vs manual)

Status Update Failure

Function: updateInvoiceOnPackageStatusChange (after 3 retry exhaustion) Trigger: Failed to update package status in invoice after 3 exponential backoff retries Recipients: jaz@omelasai.com

Content: Invoice ID, package ID, error details

Daily Reports

Daily Data Report

Function: dailyDataReport Schedule: Daily at 1pm Asia/Manila Recipients: jaz@omelasai.com, log@omelasai.com, patrick@omelasai.com, shipittomax@gmail.com, maxshippingroatan@gmail.com

Content:

User role counts by status: receiving, check-in, transit, unloading, pickup
Per-container breakdowns
No-name package lists (packages with “No Name” problem in scanHistory)
Color-coded statistics in professional HTML layout

Daily Check Report (Aggregated)

Function: dailyReportAggregator Schedule: Daily at 7am Asia/Manila Recipients: jaz@omelasai.com, log@omelasai.com, patrick@omelasai.com

Content:

Issue counts per category: invoices, packages, clients, containers
Aggregated from checkResults Firestore collection
Simple HTML with section headers

Weekly Reports

Lost Packages

Function: weeklyLostPackagesEmail Schedule: Thursdays at 7am Asia/Manila Recipients: jaz@omelasai.com, log@omelasai.com, patrick@omelasai.com, shipittomax@gmail.com, maxshippingroatan@gmail.com

Content:

HTML table of packages with received/unprocessed status
Only includes packages scanned before (latest container creation date - 7 days)
Shows tracking number, client name, last scan date

Unloaded Not Checked In

Function: weeklyUnloadedNotCheckedInEmail Schedule: Fridays at 7am America/New_York Recipients: jaz@omelasai.com, log@omelasai.com, patrick@omelasai.com, shipittomax@gmail.com, maxshippingroatan@gmail.com

Content:

HTML table of packages unloaded but never checked in
Lookback window: 4 weeks
Shows tracking number, client name, container

Missing Contacts

Function: dailyMissingContactsEmail Schedule: Thursdays at 7am America/New_York Recipients: jaz@omelasai.com, log@omelasai.com, patrick@omelasai.com, shipittomax@gmail.com, maxshippingroatan@gmail.com

Content:

Three categorized HTML tables: missing both email+phone, only email, only phone
Client name, referenceId, location

HTML table with tracking numbers, client names
Timestamps formatted in Roatan timezone (America/Chicago)

Bad Scan Alert

Function: badScanAlert Trigger: New webLogs document with isBadScan=true Recipients: jaz@omelasai.com, log@omelasai.com, patrick@omelasai.com

Content:

Scan details, user info from User collection
Tracking number, timestamp
Photo evidence attached from Firebase Storage

Duplicate Package Alert

Function: detectDuplicatePackage Trigger: New package created with a tracking number that already exists Recipients: jazelle.osp34@gmail.com, chas@omelasai.com, shipittomax@gmail.com, maxshippingroatan@gmail.com

Template:

Red header (#d9534f)
Summary: tracking number, duplicate count, detection time
Detailed card per package with all fields and full scan history table
JSON file attachments: individual package JSONs + combined JSON

Duplicate Last Name (Account Creation Request)

Function: reportDuplicateLastName Trigger: POST request from signup form Recipients: shipittomax@gmail.com, maxshippingroatan@gmail.com, jaz@omelasai.com

Template:

Red header (#d9534f)
Warning notice (#fcf8e3): “This requires manual review”
New customer details: name, email, phone, location
Info box (#d9edf7): existing customers with same last name
Dark footer

XLSX workbooks: unprocessed packages, loaded packages (grouped by location), invoices
Loaded packages also saved to Firebase Storage

Prepaid Space Report

Function: prepaidSendEmail Trigger: New container creation (after 5-min delay) Recipients: jaz@omelasai.com, shipittomax@gmail.com, maxshippingroatan@gmail.com

Attachments: XLSX with cubic feet usage per prepaid client (21 hardcoded client IDs), dimensions, tracking numbers

Email Templates & Notifications

Client-Facing Emails

Package Status Email

Invoice & Payment Emails

Invoice Failure Notification

Status Update Failure

Daily Reports

Daily Data Report

Daily Check Report (Aggregated)

Weekly Reports

Lost Packages

Unloaded Not Checked In

Missing Contacts

Alert Emails

Unloaded Not Checked In (Realtime)

Force Unload Alert

Bad Scan Alert

Duplicate Package Alert

Duplicate Last Name (Account Creation Request)

Container Reports (on new container creation)

JSON Report

XLS Report

Prepaid Space Report