Emails sent from the system will by default come from a noreply@ email but when using SMTP settings you can send them from your business email address instead. The below sections will guide on the avilable options and how to define your email templates.
Basic Settings
To set up the basic configuration, complete the steps below.
1. Click Settings.
2. The Settings page appears. On the Settings page, under the E-MAIL heading, click Basic Settings.
3. The Basic E-Mail Settings window appears. On the Basic E-Mail Settings window, enter the desired settings. The most common things on this screen are
- Accounts Email - Enter the business email you want to display on your sales invoices. Also, if a customer replies to the noreply@ email address the email will also be received to that email for reference.
- Use email 2 for cc for invoices, statements etc - This setting will auto cc teh second email address entered on each customer account if ticked.
4. To save the settings, click [Save].
Advanced Settings
Using Own SMTP Settings
Using this method will send mail through our mail server and out to customers using your own email address. The below steps will highlight where this can be setup.
1. Click Advanced Settings.
2. The Advanced E-Mail Settings page appears. On the Advanced E-Mail Settings page, tick Own SMTP Settings.
3. The required placeholders become enabled and let you enter details for teh chosen server type. Once done, save your settings and do a test email to ensure your settings are correct and emails are sending.
Troubleshooting Email Delivery Issues with Custom SMTP Settings in BrightBooks
If you are experiencing issues with email delivery from BrightBooks to a specific customer while using your own SMTP settings, it’s important to check your SMTP configuration. BrightBooks does not have access to check emails sent through custom SMTP settings as they do not originate from our server. Here are steps you can take to troubleshoot the issue:
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Verify SMTP Configuration: Ensure that your SMTP server settings (including server address, port, username, and password) are correctly configured in BrightBooks.
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Check With Your SMTP Provider: Contact the provider of your SMTP service to verify if there’s any issue on their end. They should be able to help check if your emails are being sent successfully and provide logs if available.
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Review Email Content: Sometimes, emails can get flagged by spam filters. Ensure that the content of your email, including subject lines and attachments, do not contain any elements that might be flagged as spammy.
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Whitelist Your IP Address: If possible, ask your customer to whitelist your sending IP address to ensure that their email server accepts your emails.
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Test with Alternative Settings: If possible, try using BrightBooks default SMTP settings to test whether the delivery issue persists. This will help determine if the problem is with your custom SMTP server or some other factor.
If after these troubleshooting steps you continue to experience issues, it may be beneficial to consult with an email deliverability expert or consider using a different email provider for sending critical communication.
4. If Office 365 is chosen as a Server Type. There is a integration with office. Click Connect after entering details to link your Office 365 account.
5. You are redirected to the Microsoft login page, where you are required to enter your credentials (email address and password).
6. If two-factor authentication is enabled, you will receive a notification on your registered phone to approve the sign-in.
7. Your Office 365 email address is now connected with BrightBooks. You can disconnect it by clicking on the Disconnect button if required. The details are automatically saved.
8. Going forward, your email address is auto-populated while sending an email.
Validation
If you are looking to connect your Office 365 account to BrightBooks, you need to make sure that your modern authentication for Office 365 is enabled. Click here to check through the steps and enable, them if you face issues.
Email Templates
You can configure email templates for default content in the body, signature, and attachments. To configure email templates, complete the following steps.
1. Click Email Templates.
2. The Email Templates page appears. On the Email Templates page, do the following, as required.
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- Click the required tab to view and edit the current template for the associated transaction type.
- Under the selected tab, you can edit the subject, body and attachments. You can freely type anything you want to include or use the merge fields provided to quickly enter key information within the template such as document number, value, link to the invoice etc.
- There is a specific tick box at the bottom of the screen for "attach invoice" which will auto attach a pdf copy of the document to the email once sent. This can be used aswell as the link or instead of.
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3. To save the changes in the template, click [Save].
Note - Always send a test email to confirm your emails are sending and the current templates fit your requirements.
Email Templates Limitation
Our system currently supports only one email template for sending invoices. If you need to customize the content of your emails, you will have to manually change the body of the email each time you send it. This is done by accessing Settings > Email > Email Templates, where you can adjust the content before sending your emails. Please be aware that each modification will only apply to the single template available, and you will need to repeat this process for each email requiring different content.
Email Recipients
You can send emails to a maximum of 2 email addresses on BrightBooks per customer by completing the below:
- Go to customers, open the customers' accounts, you can add the customers emails address in the box provided and another email in the addition information section.
- Once the above is completed, go to settings, emails, basic email settings, and tick 'Use Email 2 as CC'.
This will send email correspondence to both email addresses entered under the customer account.
Once you have sent an email you cannot unsend it.
Changing Email for Login
The initial contact/login email address cannot be changed.
The only workaround for this is to set up a new user with your new email. Once done you would need to login with your new email and remove the older email from the account.