Help: System Settings
Back to SettingsEmail Configuration Guide
To send emails (like invoices and estimates) directly from the application and to enable automated inbound email processing, you must correctly configure your email settings. The system supports secure, modern authentication with Google and Microsoft, as well as traditional SMTP/IMAP setups.
Navigate to Settings > Email Configuration to get started.
Outbound Email (SMTP): Sending Mail
This is required to send any email from the system.
Recommended Method: Google or Microsoft OAuth
This is the most secure and reliable method. It uses a modern authentication token instead of storing your password. This is required for Gmail and Microsoft 365 accounts, as they no longer support less secure "app passwords" for most users.
- In the "Outbound SMTP" section, select Google (Gmail) or Microsoft (Office 365).
- Click the Connect with Google/Microsoft button.
- You will be taken to a secure Google/Microsoft login page. Sign in with the email address you want to send mail from.
- Grant the application permission to send emails on your behalf.
- You will be redirected back to the settings page. The status should now show "Connected".
That's it! Your outbound email is now configured.
Alternative Method: Other SMTP Server
Use this option if you have an email provider other than Google/Microsoft, such as Yahoo, a private web host, or an older email service.
- Select Other SMTP Server.
- Fill in the server details provided by your email host.
- User Name: Your full email address (e.g.,
you@yahoo.com). - Password: Your email password. For some services, you may need to generate a special "App Password".
Here are some common settings. Always check with your provider for the most up-to-date information.
| Provider | Server Address | Port (Recommended) | Encryption | Notes |
|---|---|---|---|---|
| Yahoo Mail | smtp.mail.yahoo.com |
465 | SSL/TLS | Requires an "App Password". |
| AOL Mail | smtp.aol.com |
465 | SSL/TLS | Requires an "App Password". |
| Earthlink | smtp.earthlink.net |
587 | STARTTLS | |
| Mindspring | smtp.mindspring.com |
587 | STARTTLS | Same as Earthlink. |
| iCloud Mail | smtp.mail.me.com |
587 | STARTTLS | Requires an "App-Specific Password". |
Note on SSL/TLS vs STARTTLS: SSL/TLS (often on port 465) creates a secure connection from the start. STARTTLS (often on port 587) starts as an insecure connection and then upgrades to a secure one.
Inbound Email (IMAP): Reading Mail
This is an advanced feature used to automatically fetch emails from a dedicated inbox (e.g., bills@yourcompany.com). It is the engine behind the automated "AP Inbox" workflow.
- The setup process is identical to Outbound Email: select your provider (Google/Microsoft OAuth is recommended) and authorize the connection.
Inbound Processing Options
When configuring your inbound email, you will see several checkboxes that control how the system handles incoming messages:
- Enable Inbound Processing: This is the master switch. The box must be checked for the system to attempt to connect to the inbox and download messages. Uncheck this to temporarily pause the feature without losing your settings.
-
Delete from Inbox after Import:
- If checked (Recommended): After the system successfully downloads an email and stores it in the Communications module, it will be permanently deleted from your email server (e.g., from your Gmail inbox). This is the cleanest option, as it prevents the inbox from filling up and ensures you don't process the same email twice. It treats the system as the final archive.
- If unchecked: The system will download a copy of the email but leave the original message on your server. It will typically mark the email as "Read" to avoid re-importing it. Use this if you want to keep a separate archive of emails on your mail server.
- Company-only Replies: This setting is for a future feature related to replying to emails from within the system. For now, it is safe to leave it unchecked. Its purpose is to control whether users can reply directly to the external sender or only add internal notes.
Other System Settings
Company Profile
This information is displayed on your documents (invoices, estimates). Ensure your company's legal name, address, and contact information are up to date. You can also upload your company logo here.
GL Default Accounts
This is a critical step. The system needs to know which accounts from your Chart of Accounts to use for automated transactions. For example, when you create an invoice, the system needs to know which account to debit for Accounts Receivable. You must map all the accounts listed on this page.
Tax Settings
If your business is required to collect sales tax, you can configure your tax rates and agencies here. You can create multiple rates for different jurisdictions (e.g., state, county, city). When creating an invoice, you can then select the appropriate tax rate to apply.