Email Delivery Skill

Delivers tax reports, compliance deadline alerts, and organisation invitations via the SendGrid API. Handles template rendering, attachment management, delivery status tracking, and bounce/complaint monitoring.

When to Use

• Sending accountant reports (PDF/Excel attachments) via the send-to-accountant workflow
• Delivering compliance deadline alerts to entity contacts
• Sending organisation invitation emails to team members
• Notifying users of completed forensic analysis results
• Distributing shared report links
• Sending amendment period expiry warnings

SendGrid Configuration

Environment Variables

Variable	Purpose	Required
SENDGRID_API_KEY	API authentication (SG.xxx format)	Yes
NEXT_PUBLIC_APP_URL	Base URL for links in emails	Yes

API Endpoint

POST https://api.sendgrid.com/v3/mail/send
Authorization: Bearer $SENDGRID_API_KEY
Content-Type: application/json

Sender Requirements

• Sender email must be verified in SendGrid account
• Use a noreply@ or reports@ address for automated emails
• Include reply-to address for accountant communications

Email Templates

1. Accountant Report Delivery

Field	Content
Subject	Tax Analysis Report — {Entity Name} — {FY}
From	reports@{app-domain}
To	Accountant email (from user input)
Body	Summary of key findings + link to full dashboard
Attachments	PDF report + Excel data export
Disclaimer	TASA 2009 disclaimer in email footer

2. Compliance Alert

Field	Content
Subject	[{Severity}] Tax Deadline: {Obligation} — Due {Date}
From	alerts@{app-domain}
To	Entity admin email
Body	Deadline details, penalty information, action required
CTA	"View in Dashboard" button linking to calendar page

3. Organisation Invitation

Field	Content
Subject	You've been invited to {Organisation Name} on ATO Tax Optimizer
From	invites@{app-domain}
To	Invitee email
Body	Invitation details, role description, accept/decline links
CTA	"Accept Invitation" button with signed token
Expiry	Invitation link expires after 7 days

4. Analysis Complete Notification

Field	Content
Subject	Forensic Analysis Complete — {Entity Name}
From	notifications@{app-domain}
To	User email
Body	Summary: X opportunities found, $X estimated value
CTA	"View Results" button linking to recommendations page

Attachment Handling

Format	Max Size	MIME Type	Use
PDF	20MB	application/pdf	Tax analysis reports
Excel (.xlsx)	20MB	application/vnd.openxmlformats-officedocument.spreadsheetml.sheet	Transaction data exports
CSV	10MB	text/csv	Raw data exports

SendGrid limits: 30MB total per email (including encoding overhead).

Attachment Security

• Never attach files containing raw Xero OAuth tokens
• Never include TFN or sensitive personal information in attachments
• PDF reports must include TASA 2009 disclaimer
• Excel exports must include "ESTIMATE ONLY" header row

Delivery Tracking

Event	Action
delivered	Log successful delivery
bounce	Flag email address, notify user
dropped	Investigate and notify user
spam_report	Remove from mailing list immediately
open	Track engagement (optional)
click	Track CTA engagement (optional)

Rate Limits

SendGrid Plan	Daily Limit	Rate Limit
Free	100/day	N/A
Essentials	100K/month	N/A
Pro	1.5M/month	N/A

For this application, expected volume is low (< 50 emails/day). Free tier is sufficient for development.

Output Format

<email_delivery_result>
  <message_id>sg_abc123def456</message_id>
  <template>accountant_report</template>
  <to>accountant@example.com</to>
  <subject>Tax Analysis Report — DR Pty Ltd — FY2024-25</subject>
  <status>accepted</status>
  <sent_at>2026-02-13T10:30:00+11:00</sent_at>
  <attachments>
    <attachment name="DR-Pty-Ltd-Tax-Analysis-FY2024-25.pdf" size_kb="245" />
    <attachment name="DR-Pty-Ltd-Transactions-FY2024-25.xlsx" size_kb="180" />
  </attachments>
  <includes_disclaimer>true</includes_disclaimer>
</email_delivery_result>

Best Practices

• Always include TASA 2009 disclaimer in email body and attachments
• Never send unsolicited emails — only send to users who opted in or were explicitly invited
• Handle bounces immediately — remove bounced addresses to protect sender reputation
• Use signed URLs for dashboard links — prevents unauthorized access
• Limit attachment size — prefer dashboard links over large attachments
• Log all sends for audit trail (who, when, what, to whom)
• Respect unsubscribe — include unsubscribe link in all non-transactional emails
• Test in sandbox first — SendGrid sandbox mode prevents accidental sends