Systems Management

I would like to send an email from the Service Desk to someone in accounts payable and save a copy of the email within the original ticket. My current helpdesk software has a button called Notify Requestor. This launches a TO: and BODY: UI. I fill in the address, enter my notes and hit send. The message is sent and a copy of the BODY is added to the ticket. How can this be accomplished? Thank You.

We are a Microsoft shop. (MS Server/Exchange/Office) Migrating from Alloy to Kace. The objective is to track a request to financials related to a service request within a support ticket.