Dispatch Centre — How This Can Benefit Your Business
Module Spotlight | June 2026
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The Dispatch Centre is a powerful module within Vault that gives your business a centralised hub for managing and automating outbound communications — eliminating manual effort and ensuring nothing slips through the cracks.
Whether your business sends monthly statements, arrears notices, welcome letters, or compliance documents, the Dispatch Centre lets you generate and deliver all of them in a single, reliable process. Instead of staff manually working through client lists and sending communications one by one, the Dispatch Centre handles the volume — and keeps a complete record of everything it sends.
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KEY FEATURES
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📤 Centralised Communication Management
All outbound communications — letters, statements, arrears notices, and more — are managed from one place in Vault. No more jumping between screens or manually tracking what's been sent and to whom.
⚡ Bulk Processing Saves Time
Generate and dispatch hundreds of communications in a single run. Whether it's end-of-month statements or overdue payment notices, the Dispatch Centre handles volume effortlessly — freeing your team to focus on higher-value work.
🖨️ Email and Print in One Step
The Dispatch Centre supports both emailed and printed communications. Client preference is respected automatically — clients set up for email receive communications digitally, while others are queued for printing. One process covers both delivery methods.
📋 Full Audit Trail
Every communication dispatched is logged against the relevant client or account record in Vault. If a client ever disputes receiving a notice, you have a complete record of exactly what was sent, when, and how it was delivered.
🔗 Works Seamlessly with Batch Processing
Pair the Dispatch Centre with Batch Processing for a fully automated end-to-end workflow. Your batch can run reports, post transactions, and trigger the Dispatch Centre to send communications — all without manual intervention, even overnight.
✉️ Send from Any Linked Email Address
Emails can be sent from any email address linked to your account. This allows different communication types to come from the most appropriate sender — for example, statements from accounts@yourbusiness.co.nz and client notices from hello@yourbusiness.co.nz.
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BRANDED HTML EMAIL TEMPLATES
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One of the most impactful features of the Dispatch Centre is support for HTML email templates. Rather than plain-text emails that look like system-generated messages, you can configure fully branded emails that look and feel like they come directly from your own email provider — complete with your logo, colours, and styling.
🎨 Per Communication Type Templates
Each communication type — statements, arrears notices, welcome letters, and so on — can have its own distinct HTML template. This means your statement emails can carry a different look and tone to your overdue notices, while both remain fully on-brand.
💼 Professional, Polished Client Experience
Every communication that lands in your client's inbox looks deliberate and professional — reinforcing trust in your business and reducing the chance of emails being mistaken for spam or ignored.
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Example use case:
A finance company configures the Statements to run overnight via Batch Processing and the Argos Server. By the time staff arrive in the morning, all end-of-month statements have been generated and are ready to go — queued for printing for clients who receive physical copies, and ready to dispatch via email for those who don't. Staff simply review and send the email batch at the start of the day, with all the heavy lifting already done.
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HOW THE DISPATCH CENTRE WORKS
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1. Communications are queued
Vault generates the communications for the relevant clients or accounts based on your configured criteria and communication types.
2. Delivery method is determined
Each client's preferred delivery method is checked. Clients set up for email are routed to the email queue; others are routed to the print queue.
3. The Dispatch Centre sends or prints
Emails are sent using the configured HTML template and sender address for that communication type. Print jobs are sent to the designated printer or output location.
4. Everything is logged
A record of every dispatched communication is saved against the relevant client or account record in Vault, including the date, method, and content sent.
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RUNNING MANUALLY OR ON A SCHEDULE
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The Dispatch Centre can be run in two ways, giving you flexibility to suit your business processes:
⚡ Run Manually
A staff member opens the Dispatch Centre and runs it on demand. Full control, one click — ideal for ad hoc communications or when you want oversight before sending.
🕐 Run Scheduled (via Argos Server)
The Argos Server can be configured to trigger the Batch Process for Statements automatically at a set time — including overnight. Communications are generated and print jobs are queued ready for the morning. Note that the sending of emails still requires a staff member to initiate — but with everything already prepared, it's a quick step at the start of the day.
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Note: Scheduled Batch Process requires the Argos Server to be installed and configured in your environment. The Argos Server is included in your 2026 Vault license. Contact us if you'd like assistance getting it set up.
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GETTING STARTED
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If the Dispatch Centre is not yet configured for your business, getting set up is straightforward. Our team can walk you through the process, help you configure your communication types and HTML templates, and ensure everything is tested before you go live.
Contact us at support@argos.co.nz and we'll arrange a walkthrough tailored to your business processes — or send you the setup documentation if you'd prefer to configure it yourself.
Want to see the Dispatch Centre in action? Get in touch and we'll arrange a walkthrough tailored to your business
Topic Participants
Katie Curry