Settings and running WireFlow

Send email from your own address

Set up the address quotes and invoices come from, so they arrive and don't land in spam.

WireFlow emails quotes and invoices from an address you choose, called a sender. Replies go straight to you.

Add a sender

1. Open Settings, then Email, and click Add sender.
2. Under Sender, enter:
   • Send from: the address customers see, such as office@yourfirm.co.uk
   • From name: usually your business name
   • Replies go to: if replies should go somewhere else
   • optionally, a BCC address that gets a copy of every email
3. Under How to send, choose SMTP (recommended) and fill in your email provider's details:

1. Username is usually the full email address. For Microsoft 365 and Google, use an app password rather than your normal password. Passwords are stored encrypted.
2. Tick the companies that should send from this address, then click Add sender.
3. Use Send a test to check it works.

This web server sends through your hosting's own mail system. It needs no password but is more likely to land in spam, and it usually doesn't work on Windows servers.

Stop emails landing in spam

Your domain's DNS should say that your email provider is allowed to send for it. The Stop emails landing in spam guide on the sender page explains the SPF and DKIM records to add. If you use Microsoft 365 or Google, they're usually set up already.

Email wording

Under Templates, edit the Quote email and Invoice email. These placeholders are filled in for each email:

{first_name} {name} {number} {title} {total} {link} {valid_until} {due_date} {phone} {company} {sender}

Keep {link} in: it's the customer's link to view (and accept) the quote or invoice online.

Checking what was sent

Recent emails at the bottom of the Email page lists every email, who it went to and whether it was sent. A failed email shows the error from your provider.