Setting Up Email SMTP and Email Templates

The system sends invoices, documents, and notifications to your clients by email. To ensure that emails are sent from your company’s email address and under its name, connect your email account through SMTP Settings and customize email templates for each document type. This guide explains how to configure SMTP and connect Gmail and Outlook, edit the default email templates, create new templates and use their variables, and troubleshoot email delivery issues.

Article Contents

1. Why Configure SMTP?
2. Configuring SMTP
3. Email Templates
4. Creating a New Template
5. Template Variables
6. Automated Sending
7. Email Delivery Issues and Solutions
8. Frequently Asked Questions

Why Configure SMTP?

	Without SMTP	With SMTP
Sender Name	Emails are sent from the system’s servers, while your company’s name and email address appear as the sender.	Emails are sent directly from your company’s email address.
Daily limit	100 emails per day.	Depends on your email provider.
Deliverability	Emails may be classified as spam by some recipients.	Better deliverability, with sent messages appearing in your email account’s Sent folder.

Configuring SMTP

1. Open SMTP Settings.
2. Select Send Email Using an SMTP Account.
3. For Gmail or Outlook accounts, click the Gmail or Outlook button, sign in, and authorize the connection. Alternatively, enter the details manually as shown in the table below.
4. Click Save. The system sends a test email to the sender’s email address. If successful, the message SMTP has been successfully enabled appears.

Field	Description	Required	Displayed When
Sender Name	The name displayed to the client as the sender.	Yes	Always
Email Address	Your company’s email address used to send messages.	Yes	Always
Password	The email account password, or an app password for Gmail.	Yes	When configuring manually
SMTP Username	Usually the same as the email address.	No	Under Advanced Options
SMTP Server	The email server address provided by your email provider.	No	Under Advanced Options
SMTP Port	The port number, such as 465 with SSL or 587.	No	Under Advanced Options
SMTP Server Requires SSL Connection	Select this option if your provider requires a secure connection.	No	Under Advanced Options

To disable sending through SMTP, clear the option and save. The message SMTP has been successfully disabled will appear.

Email Templates

Open Email Templates. The system’s default templates are grouped by type, such as Estimates and Invoices, Sales Order, Clients, Payments, and Purchase Invoices. Some of the main templates are:

Template	Used When
Unpaid Invoice	Sending an invoice that has not been paid in full.
Paid Invoice	Sending a paid invoice.
Estimates	Sending an estimate.
Return Invoice / Credit Notes / Debit Notes	Sending returns and notes.
Send to Client	Sending a general email to a client.
Client Statement	Sending a client statement.
Purchase Invoices / Purchase Orders	Sending documents to a supplier.

To edit a default template, click it, modify the subject and message body, and then save. To restore the original text, click Reset to Default.

Creating a New Template

1. In Email Templates, click New Template.
2. Select the type, enter a unique template title and subject, and add CC and BCC addresses if needed.
3. Write the message body, add variables from the list, and then save.

The new template appears in the list of templates when sending an email, allowing you to select it instead of the default template.

Template Variables

Variables use the format {%variable_name%} and are replaced with the document’s data when the email is sent.

Variable	Replaced With
{%client_name%} / {%client_business_name%}	Client name / business name
{%invoice_no%} / {%invoice_date%} / {%due_date%}	Invoice number / invoice date / due date
{%invoice_total%} / {%paid%} / {%unpaid%}	Total / amount paid / outstanding amount
{%view_link%}	Link to view the document online
{%payment_link%}	Online payment link
{%accept_link%}	Link to accept the quotation
{%site_business_name%}	Your company’s name

Automated Sending

To send emails automatically, such as reminding clients before or after an invoice’s due date, create a rule under Auto Reminder Rules. Specify the document, condition, timing, and template. A template that is used in an automated sending rule cannot be deleted.

Email Delivery Issues and Solutions

Displayed Message	Reason	Solution
Error In SMTP, followed by a server error	The SMTP details are incorrect.	Check the server, port, and password. For Gmail, use an app password.
Failed to save SMTP settings. Please try again.	The system could not connect to the server.	Check the details and try again.
Email sending failed. Please re-authenticate to continue.	The Gmail or Outlook connection has expired.	Click the Gmail or Outlook button and reconnect the account.
Cannot access email (email). Please enter a valid email address.	The sender’s email domain is invalid.	Use a valid email address.
You cannot send more than 100 emails per day.	The daily limit applies when SMTP is not configured.	Enable SMTP.
Email sending has been disabled for this account. Please contact support.	Sending was suspended due to suspected spam.	Contact support or enable SMTP.
The email arrived in the spam folder.	Emails are being sent from the system’s servers without SMTP.	Configure SMTP using your company’s email address.

Frequently Asked Questions

How do I connect my Gmail account?

Open SMTP Settings, enable sending through SMTP, click the Gmail button, and sign in.

How do I change the invoice email message?

Edit the Unpaid Invoice template under Email Templates.

Can I add a payment link to the message?

Yes. Add the {%payment_link%} variable to the template and ensure that electronic payment methods are enabled.

Do templates vary by language?

The default templates are displayed in your account’s language, and you can edit their text in any language.