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Setting Up SMTP Email in BrightBooks

Shannon Brady
  • Updated

 

1. What SMTP setup does

SMTP (Simple Mail Transfer Protocol) is the method BrightBooks uses to send emails (such as invoices, statements, and reminders) through your own email server rather than BrightBooks’ default service.

Setting up SMTP lets you:

  • Send emails from your own domain (e.g., accounts@yourcompany.com).
  • Improve deliverability and branding.
  • Keep email sending aligned with your internal IT/security policies.

Important: BrightBooks cannot provide or see your SMTP server details.
You will need your internal IT team or email provider to supply the correct settings.

2. Information you will need from your IT team

Before you configure SMTP in BrightBooks, ask your IT team (or whoever manages your email) for:

  1. SMTP server address
    • Example: smtp.yourcompany.com or your email provider’s SMTP host.
  2. SMTP port number
    • Common ports: 587 (TLS), 465 (SSL), or 25 (non‑encrypted, often blocked).
  3. Security/Encryption type
    • For example: TLS, SSL, or none (as per your provider’s requirements).
  4. Username
    • Usually the full email address you want to send from, e.g. accounts@yourcompany.com.
  5. Password
    • The password for that email account or an app‑specific password if your provider requires it.
  6. From email address and name
    • The email address that should appear as the sender.
    • The display name (e.g. “Accounts Department” or your business name).

Your IT team may also need to ensure:

  • Any firewall or security settings allow BrightBooks to connect to the SMTP server.
  • DNS records (SPF, DKIM, etc.) are correctly configured for your domain to improve deliverability.
 

3. Where to enter SMTP details in BrightBooks

Once you have the information:

  1. Go to Settings in BrightBooks.
  2. Open the Email Settings section.
  3. Locate the SMTP / custom email server area.
  4. Enter:
    • SMTP server address.
    • Port number.
    • Security/encryption type.
    • Username.
    • Password.
    • From email address and name.
  5. Save your changes.

The exact labels may vary slightly, but they will correspond to the items your IT team provided.

 

4. Testing your SMTP setup

After saving the SMTP settings:

  1. Use any Test Email or Send Test option if available in Email Settings.
  2. Alternatively, send a test invoice or statement to your own email address.
  3. Check:
    • The email is received successfully.
    • The From address and name are correct.
    • The email is not flagged as spam (if it is, your IT team may need to adjust DNS/SPF/DKIM).

If the test fails:

  • Double‑check the SMTP server, port, username, and password.
  • Confirm the encryption type (TLS/SSL) is correct.
  • Ask your IT team to verify that:
    • The SMTP server is reachable from outside your network.
    • Any security rules allow BrightBooks to connect.
 

5. Common issues and how to handle them

  • Incorrect username or password
    • Emails will fail to send.
    • Ask IT to confirm the login details or provide an app‑specific password if required.
  • Wrong port or encryption type
    • Connection errors or timeouts.
    • IT should confirm which port and security setting your SMTP server expects.
  • Firewall or security blocks
    • BrightBooks may not be able to reach your SMTP server.
    • IT may need to allow connections from BrightBooks or from the relevant IP ranges.
  • Emails going to spam
    • IT may need to configure SPF/DKIM/DMARC records for your domain.
    • Ensure the “From” address matches your domain and is authorised to send.
 

6. Role of BrightBooks vs your IT team

  • BrightBooks
    • Provides the place to enter SMTP settings and send emails using those settings.
    • Cannot see, provide, or verify your SMTP server details.
  • Your internal IT team/email provider
    • Must supply:
      • SMTP server address.
      • Port.
      • Encryption type.
      • Username and password.
    • Must ensure:
      • The server accepts connections from BrightBooks.
      • DNS and security settings are correctly configured.

BrightBooks support can help you understand where to enter SMTP details and how to test them, but cannot provide or confirm your SMTP credentials. These must come from your own IT team or email provider.