Outgoing mail server
Connecting your own SMTP server so platform email sends from your address.
The platform can send through your own outgoing mail server, so invoices and receipts arrive from your address, not ours. The settings held are the host, port, username, password, the from address, whether the connection is secure, and a master switch for whether email is enabled at all.
Setting it up, step by step
- Go to Settings → Email (admins only).
- Press the button for your email provider — Gmail / Google Workspace, Microsoft 365, SendGrid, Mailgun, Amazon SES or Zoho. That fills in the server address and port for you, and shows that provider's one gotcha right under the fields.
- Enter the username and password for the mailbox. The two most common providers both have a trap here:
- Gmail — your normal password will NOT work. Create an App Password at myaccount.google.com/apppasswords (you need 2-Step Verification on first) and paste that instead. Username is your full Gmail address.
- Microsoft 365 — username is your full email address, and the mailbox needs "Authenticated SMTP" switched on by your Microsoft admin (Admin centre → Users → Mail → Manage email apps).
- Set the From address — what your customers see.
- Press Send Test Email and check it actually arrives (look in spam too). Do not skip this: every invoice, receipt and repair notification depends on these settings.
Only admins can read these settings, and only admins can change them. Reading is restricted even though the password is masked, because the host and username alone identify your mail provider and account. Write access is restricted because repointing the host, user and password would let mail be sent as you.
Secrets are never returned
The password and any provider API keys are treated as sensitive and are not sent back when the settings are read. You can replace a secret; you cannot read one back out.
If email is not configured
Nothing that relies on outgoing mail will work — invoice delivery, repair notifications, campaigns and receipts by email all depend on it. See Email delivery problems.