{"id":150839,"date":"2026-10-14T15:11:27","date_gmt":"2026-10-14T15:11:27","guid":{"rendered":"https:\/\/docs.daftra.com\/tutorial\/%d8%a5%d8%b9%d8%af%d8%a7%d8%af-%d8%a7%d9%84%d8%a8%d8%b1%d9%8a%d8%af-%d8%a7%d9%84%d8%a5%d9%84%d9%83%d8%aa%d8%b1%d9%88%d9%86%d9%8a-smtp-%d9%88%d9%82%d9%88%d8%a7%d9%84%d8%a8-%d8%a7%d9%84%d8%a8%d8%b1\/"},"modified":"2026-10-15T14:28:13","modified_gmt":"2026-10-15T14:28:13","slug":"setting-up-email-smtp-and-email-templates","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/setting-up-email-smtp-and-email-templates\/","title":{"rendered":"Setting Up Email SMTP and Email Templates"},"content":{"rendered":"
\n

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<\/a> 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.<\/p>\n

\n

\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> Configuring SMTP and email templates requires the Edit General Settings<\/strong> permission.<\/p>\n<\/div>\n

Article Contents<\/strong><\/p>\n

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

    Why Configure SMTP?<\/h2>\n\n\n\n\n\n\n
    <\/th>\nWithout SMTP<\/strong><\/th>\nWith SMTP<\/strong><\/th>\n<\/tr>\n
    Sender Name<\/strong><\/td>\nEmails are sent from the system’s servers, while your company’s name and email address appear as the sender.<\/td>\nEmails are sent directly from your company’s email address.<\/td>\n<\/tr>\n
    Daily limit<\/strong><\/td>\n100 emails per day.<\/td>\nDepends on your email provider.<\/td>\n<\/tr>\n
    Deliverability<\/strong><\/td>\nEmails may be classified as spam by some recipients.<\/td>\nBetter deliverability, with sent messages appearing in your email account’s Sent folder.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Configuring SMTP<\/h2>\n
      \n
    1. Open SMTP Settings<\/a>.<\/li>\n
    2. Select Send Email Using an SMTP Account<\/strong>.<\/li>\n
    3. For Gmail or Outlook accounts, click the Gmail<\/strong> or Outlook<\/strong> button, sign in, and authorize the connection. Alternatively, enter the details manually as shown in the table below.<\/li>\n
    4. Click Save<\/strong>. The system sends a test email to the sender’s email address. If successful, the message SMTP has been successfully enabled<\/strong> appears.<\/li>\n<\/ol>\n\n\n\n\n\n\n\n\n\n\n
      Field<\/strong><\/th>\nDescription<\/strong><\/th>\nRequired<\/strong><\/th>\nDisplayed When<\/strong><\/th>\n<\/tr>\n
      Sender Name<\/strong><\/td>\nThe name displayed to the client as the sender.<\/td>\nYes<\/td>\nAlways<\/td>\n<\/tr>\n
      Email Address<\/strong><\/td>\nYour company’s email address used to send messages.<\/td>\nYes<\/td>\nAlways<\/td>\n<\/tr>\n
      Password<\/strong><\/td>\nThe email account password, or an app password for Gmail.<\/td>\nYes<\/td>\nWhen configuring manually<\/td>\n<\/tr>\n
      SMTP Username<\/strong><\/td>\nUsually the same as the email address.<\/td>\nNo<\/td>\nUnder Advanced Options<\/strong><\/td>\n<\/tr>\n
      SMTP Server<\/strong><\/td>\nThe email server address provided by your email provider.<\/td>\nNo<\/td>\nUnder Advanced Options<\/strong><\/td>\n<\/tr>\n
      SMTP Port<\/strong><\/td>\nThe port number, such as 465 with SSL or 587.<\/td>\nNo<\/td>\nUnder Advanced Options<\/strong><\/td>\n<\/tr>\n
      SMTP Server Requires SSL Connection<\/strong><\/td>\nSelect this option if your provider requires a secure connection.<\/td>\nNo<\/td>\nUnder Advanced Options<\/strong><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

      To disable sending through SMTP, clear the option and save. The message SMTP has been successfully disabled<\/strong> will appear.<\/p>\n

      Email Templates<\/h2>\n

      Open Email Templates<\/a>. The system’s default templates are grouped by type, such as Estimates<\/strong>\u00a0and Invoices<\/strong>, Sales Order<\/strong>, Clients<\/strong>, Payments<\/strong>, and Purchase Invoices<\/strong>. Some of the main templates are:<\/p>\n\n\n\n\n\n\n\n\n\n\n
      Template<\/strong><\/th>\nUsed When<\/strong><\/th>\n<\/tr>\n
      Unpaid Invoice<\/strong><\/td>\nSending an invoice that has not been paid in full.<\/td>\n<\/tr>\n
      Paid Invoice<\/strong><\/td>\nSending a paid invoice.<\/td>\n<\/tr>\n
      Estimates<\/strong><\/td>\nSending an estimate.<\/td>\n<\/tr>\n
      Return Invoice \/ Credit Notes \/ Debit Notes<\/strong><\/td>\nSending returns and notes.<\/td>\n<\/tr>\n
      Send to Client<\/strong><\/td>\nSending a general email to a client.<\/td>\n<\/tr>\n
      Client Statement<\/strong><\/td>\nSending a client statement.<\/td>\n<\/tr>\n
      Purchase Invoices \/ Purchase Orders<\/strong><\/td>\nSending documents to a supplier.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

      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<\/strong>.<\/p>\n

      Creating a New Template<\/h2>\n
        \n
      1. In Email Templates<\/a>, click New Template<\/strong>.<\/li>\n
      2. Select the type, enter a unique template title and subject, and add CC and BCC addresses if needed.<\/li>\n
      3. Write the message body, add variables from the list, and then save.<\/li>\n<\/ol>\n

        The new template appears in the list of templates when sending an email, allowing you to select it instead of the default template.<\/p>\n

        Template Variables<\/h2>\n

        Variables use the format {%variable_name%}<\/strong> and are replaced with the document’s data when the email is sent.<\/p>\n\n\n\n\n\n\n\n\n\n\n
        Variable<\/strong><\/th>\nReplaced With<\/strong><\/th>\n<\/tr>\n
        {%client_name%} \/ {%client_business_name%}<\/td>\nClient name \/ business name<\/td>\n<\/tr>\n
        {%invoice_no%} \/ {%invoice_date%} \/ {%due_date%}<\/td>\nInvoice number \/ invoice date \/ due date<\/td>\n<\/tr>\n
        {%invoice_total%} \/ {%paid%} \/ {%unpaid%}<\/td>\nTotal \/ amount paid \/ outstanding amount<\/td>\n<\/tr>\n
        {%view_link%}<\/td>\nLink to view the document online<\/td>\n<\/tr>\n
        {%payment_link%}<\/td>\nOnline payment link<\/td>\n<\/tr>\n
        {%accept_link%}<\/td>\nLink to accept the quotation<\/td>\n<\/tr>\n
        {%site_business_name%}<\/td>\nYour company’s name<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        Automated Sending<\/h2>\n

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

        Email Delivery Issues and Solutions<\/h2>\n\n\n\n\n\n\n\n\n\n\n
        Displayed Message<\/strong><\/th>\nReason<\/strong><\/th>\nSolution<\/strong><\/th>\n<\/tr>\n
        Error In SMTP<\/strong>, followed by a server error<\/td>\nThe SMTP details are incorrect.<\/td>\nCheck the server, port, and password. For Gmail, use an app password.<\/td>\n<\/tr>\n
        Failed to save SMTP settings. Please try again.<\/strong><\/td>\nThe system could not connect to the server.<\/td>\nCheck the details and try again.<\/td>\n<\/tr>\n
        Email sending failed. Please re-authenticate to continue.<\/strong><\/td>\nThe Gmail or Outlook connection has expired.<\/td>\nClick the Gmail<\/strong> or Outlook<\/strong> button and reconnect the account.<\/td>\n<\/tr>\n
        Cannot access email (email). Please enter a valid email address.<\/strong><\/td>\nThe sender’s email domain is invalid.<\/td>\nUse a valid email address.<\/td>\n<\/tr>\n
        You cannot send more than 100 emails per day.<\/strong><\/td>\nThe daily limit applies when SMTP is not configured.<\/td>\nEnable SMTP.<\/td>\n<\/tr>\n
        Email sending has been disabled for this account. Please contact support.<\/strong><\/td>\nSending was suspended due to suspected spam.<\/td>\nContact support or enable SMTP.<\/td>\n<\/tr>\n
        The email arrived in the spam folder.<\/td>\nEmails are being sent from the system’s servers without SMTP.<\/td>\nConfigure SMTP using your company’s email address.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        Frequently Asked Questions<\/h2>\n

        How do I connect my Gmail account?<\/h3>\n

        Open SMTP Settings<\/a>, enable sending through SMTP, click the Gmail<\/strong> button, and sign in.<\/p>\n

        How do I change the invoice email message?<\/h3>\n

        Edit the Unpaid Invoice<\/strong> template under Email Templates<\/a>.<\/p>\n

        Can I add a payment link to the message?<\/h3>\n

        Yes. Add the {%payment_link%}<\/strong> variable to the template and ensure that electronic payment methods are enabled.<\/p>\n

        Do templates vary by language?<\/h3>\n

        The default templates are displayed in your account’s language, and you can edit their text in any language.<\/p>\n<\/div>\n","protected":false},"author":17,"featured_media":0,"template":"","categories":[2052,2064],"tags":[22587,22591,22592,22586,22588,22585,22522,22589,4000,5005,22569,22590,22570,22583,22584,22593,22571],"class_list":["post-150839","tutorial","type-tutorial","status-publish","hentry","category-smtp-settings","category-templates","tag-automated-reminder","tag-automated-sending-rules","tag-cannot-send-more-than-100-emails","tag-company-email","tag-edit-invoice-email","tag-email-in-spam-folder","tag-email-not-received","tag-email-sending-disabled","tag-email-template","tag-email-templates","tag-error-in-smtp-en","tag-new-template","tag-payment_link-en","tag-reset-to-default","tag-sender-name","tag-template-variables","tag-view_link-en"],"yoast_head":"\nSetting Up Email SMTP and Email Templates - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/tutorial\/setting-up-email-smtp-and-email-templates\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Setting Up Email SMTP and Email Templates - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"The system sends invoices, documents, and notifications to your clients by email. 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