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Introduction

This guide will show you how to set up the Email app and its associated workflow actions for emailing invoices or sending notifications. Included in this guide is a step-by-step configuration process, authentication settings, message customization, and usage of email providers or SMTP servers.

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Prerequisites

You can send emails from Company name <email@invopop.com> by simply connecting the Email app.

If you wish to send emails from your own domain such as Company Name <name@yourdomain.com>, you will need one of the following:

In the case of SMTP delivery we strongly recommended to use an app password or token if your service provider allows it. This is the best security practice because it allows you to revoke authorization at any time, even if you lose access to Invopop.

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Setup

1

Connect the Email app.

Head over to Configuration → Apps, and find Email from the list of apps to discover. Tap the Connect button to enable.

2

Add Senders

After connecting the Email app, click on Configure. You will find a pre-defined email address Invopop Email <email@invopop.com>. Editing this email address will allow you to customize the Sender name, allowing you to send emails with your company name Company Name <email@invopop.com>.

You can add as many senders as you need by tapping on the Add button. Email providers other than Invopop will allow you to use your own domain name (after it’s configured with the email provider).

3

Set up your workflow

Whether you start from an existing or new workflow, make sure that you add the Send Email step after you have issued an invoice via the corresponding tax authority and generated a PDF (if required). This will ensure the necessary files are attached, and that the invoice complies with local regulatory requirements.

If you simply want to send a Notification via Email, this suggestion does not apply, as no files are attached.

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Workflow actions

The Email app adds two items to your workflow action list:

  1. Send Email: this action will attach the files associated with a silo entry, and is mainly used for sending invoices to customers or other recipients.
  2. Notify via Email: this action will not attach files, and is meant for sending messages such as notifications or failures.

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Workflow action configuration

Sender

Here you will find Senders which were added in the Email app configuration. A sender can be thought of as a person or company name and email address.

To

Check Automatically add invoice customers if you wish to send the invoice as an attachment to the customer. This is usually the case for B2C workflows.

If you wish to send the email with attachments to a specific address, tap on the Add button and write an address in the email field.

BCC

BCC stands for Blind Carbon Copy, and is used when you do not want the recipients in this field to appear in the message header. Other recipients won’t know that a copy was sent to these addresses. This is useful to send a copy of the invoice to yourself, for example.

Reply To

The “Reply To” field requires a valid email address where recipients’ responses will be directed. This field determines where replies go, regardless of the sending address.

Subject

The email subject field is a brief heading that summarizes your message’s purpose. This field allows you to use template variables in order to customize the subject for the recipient.

For maximum effectiveness, keep it clear and specific (e.g., “Invoice #12345 from Acme Inc.”). Many email clients display only the first 60-70 characters of a subject, so prioritize key information at the beginning.

Body

The email body textarea is where you compose your message’s main content. This field allows template variables and will preserve whitepsace.

Combine attachments into a single zip file

It is possible that your workflow generates several files per invoice (sometimes an XML and a PDF file are required by legislation). This option allows you to combine and compress all files into a single .zip file.

FAQ