It is frustrating when your sales invoices do not reach your customers and end up in their spam folder. This issue is often caused by incorrect DNS configuration. Fortunately, it can be easily resolved.
What is DNS configuration and why is it important?
DNS (Domain Name System) works like the phone book of the internet. For email, there are specific DNS records, such as SPF, DKIM, and DMARC, which verify the authenticity of your emails. If these records are not set up correctly, email providers (like Google and Microsoft) may consider your emails potentially unsafe or untrustworthy, causing them to end up in the spam folder. This is a security measure to prevent phishing and spam.
The solution: Use an SMTP connection
If you are using an email address ending with @gmail.com or @outlook.com, you cannot set up the DNS records yourself. In this case, the DNS settings are already managed by Google or Microsoft, respectively. The best way to avoid this issue is to connect directly to your email provider’s SMTP server. Using SMTP, your emails are sent through the secure servers of Google or Microsoft, which already have the correct DNS settings. This ensures your emails are automatically recognized as trustworthy and legitimate.
How do I set up an SMTP connection for my email account?
You set up the connection via «Settings» > «Sales» > «Sales settings», tab «Sending». Choose «Send emails using your own SMTP server» and sign in with Google or Microsoft.
You can find the steps with screenshots in Sending sales invoices by email: overview of all settings (step 4).
This method works for both free and paid Gmail and Outlook accounts and ensures that your invoices avoid your customers’ spam folders. For other mail servers, choose the provider «Other».
Do you use an email address with your own domain (e.g. invoicing@yourcompany.be)? Then you can also send via the Yuki server and have the DNS records of your domain set up. See step 3 in the same article.