Setting up and managing email

Overview

Email is how LedgerDo delivers invoices, estimates, payment reminders, and other automated messages to your customers. You can use the built-in platform mail or connect your own SMTP account. Either way, you control the sender identity, automation rules, and branding from this one page.

Before you begin

• Decide whether you want to send from the LedgerDo platform address or from your own domain via custom SMTP.
• If using custom SMTP, have your host, port, encryption type, username, and password ready. Most providers (Google Workspace, Microsoft 365, SendGrid, Mailgun) give you these in their app settings.
• Know the From name and email address customers should see (e.g. "Acme Auto — [email protected]").

Steps

1. Open Settings → Integrations → Email.
2. Set Mail mode to "LedgerDo platform mail" to use the shared sender, or "Custom SMTP" to send from your own account.
3. Fill in From name and From email so customers recognize who sent the message.
4. Optionally set a Reply-to email if you want replies to land in a different inbox.
5. If using custom SMTP, complete the SMTP host, port, encryption, username, and password fields.
6. Check "Enable mail sending" to activate outbound email.
7. Optionally check "Allow platform fallback" to let LedgerDo fall back to platform mail if your SMTP fails.
8. Click Save settings.
9. Use the Send Test Email field at the bottom of the page to confirm delivery is working.

Tips

• TLS on port 587 is the most compatible combination for modern providers. Use SSL on 465 only if your provider specifically requires it.
• Enable "Allow platform fallback" during initial setup so customers still receive critical messages while you test your SMTP config.
• The status card at the top of the page shows the active mailer, sender address, and any failure reason at a glance.
• The Automation Summary table shows which automated workflows are enabled, how many messages each has sent recently, and whether any delivery issues exist.

Troubleshooting

• If the test email is not received, check your SMTP credentials and confirm your provider has not blocked the connection or flagged the sending address.
• If the status shows a failure reason, correct the SMTP settings and send another test before re-enabling automation.
• If you see the wrong sender name on outbound emails, verify the From name and From email fields match what you saved.
• If custom branding fields are disabled, your current plan does not include custom email branding. Upgrade or contact support to enable it.
• If a specific automation (e.g. overdue reminders) is sending but customers are not receiving it, check the delivery activity log for bounce or rejection details.

Related articles

• What to do when emails are not received
• Connecting Stripe or Square payments

Need more help

If email delivery is broken and basic troubleshooting has not resolved it, include your mail mode (platform or custom SMTP), the SMTP host if applicable, the From email, and the text of any failure reason shown on the page.