Email

What the Email settings page is for

The Email page connects your billing platform to an outgoing mail provider and lets you control every message your platform sends — welcome emails, password resets, invoice notices, payment receipts, ticket replies, and more. Until a working provider is configured and enabled here, no transactional email leaves the system.

How to reach it

Open the admin panel, go to Settings, then under the Communication group choose Email. The page opens on the Provider sub-tab. Three sub-tabs run across the top:

• Provider — choose a sending service, enter its credentials, set your From identity, and toggle email on or off.
• Templates — edit the subject line and HTML body of each message your platform sends.
• Logs — review recent send attempts and their outcomes.

Configure a sending provider

On the Provider sub-tab, the toggle in the top-right corner of the card turns outgoing email on or off platform-wide. Leave it on once your provider works.

1. Click one of the provider buttons: SMTP, Gmail, Mailgun, Microsoft 365, SendGrid, or SparkPost. The credential fields below swap to match the provider you picked.
2. Fill in the credentials for that provider (see the field reference below).
3. Set the From Name (the display name recipients see, for example your company name) and the From Email (the address messages are sent from).
4. Click Save to store the configuration.
5. Click Test to verify the saved credentials connect. A green confirmation or a red error appears below the buttons.
6. Optionally type an address into the field beside the buttons and click Send to deliver a real test message to that address.

Save before you test. The Test button and the test Send both run against the configuration that is already stored, not against unsaved edits in the form — so if you change a credential, click Save first, then test. A failed test means production mail will silently fail to send, so always confirm a green result before relying on the provider.

Fields that already hold a saved secret show masked dots and a small note reminding you to enter a new value to update. Leave a masked field untouched to keep its existing value, or type a new value to replace it. Click the eye icon at the right of any secret field to reveal what you have typed.

Provider field reference

Provider	Fields you enter
SMTP	Host, Port (defaults to 587), Username, Password. Use this for any standard mail server or relay.
Gmail	Client ID and Client Secret (OAuth 2.0 credentials from Google Cloud Console), then a Connect with Google button that opens Google's authorization screen. Once authorized, a green banner shows the connected account.
Mailgun	API Key, Domain (for example mg.yourdomain.com), and Region (US or EU).
Microsoft 365	Microsoft 365 Tenant ID, Client ID, Client Secret, and Sender Email.
SendGrid	API Key.
SparkPost	API Key and Region (US or EU).

For Gmail, the sending address is the Google account you authorize — it cannot be set to an arbitrary address. For Microsoft 365, SendGrid, and the others, your From Email should belong to a domain you have verified with the provider, or messages may be rejected for SPF/DMARC reasons. When you select Gmail, an expandable setup instructions note shows the exact redirect URL to register in Google Cloud Console.

Choose which events send email

At the bottom of the Provider sub-tab is an expandable Email Triggers section (the heading shows how many triggers exist). Click it to expand. Triggers are grouped by category, and each row represents one event that can produce a message.

1. Click the toggle on the left of a row to enable or disable email for that event. Green means enabled.
2. Use the dropdown on the right to pick which template the event uses. Choosing No template falls back to the built-in default for that event.

Two-factor authentication emails are not listed here — those are handled alongside two-factor authentication in the Security settings. Trigger changes apply immediately; there is no separate Save button for this section.

Edit message templates

Switch to the Templates sub-tab to customize the wording and design of each message. You see a searchable list; use the search box to find a template by name, and the category dropdown to narrow the list. Each row shows the template name, its subject line, a category badge, and an Active or Inactive badge.

1. Click a template to open the editor.
2. Edit the Template Name and the Subject Line at the top.
3. Edit the message in the HTML Content code editor. Click the eye icon in the toolbar to show a live Preview beside the editor.
4. Insert dynamic values by clicking any chip in the Available Variables panel below the editor — for example a customer name or invoice number. The variables shown depend on the template's category.
5. Use the Active / Inactive button to control whether this template is in use.
6. Click Save. The save button stays disabled until you make a change.

To undo your edits, click the circular reset icon in the editor toolbar to restore that one template to its default. From the list view, the Reset All button restores every template to its shipped defaults at once. Both reset actions ask for confirmation first.

Resetting is permanent for the affected template(s) — your custom wording is replaced by the default. Any event left without a customized template automatically uses the system default, so you only need to edit the messages you want to change.

Review delivery logs

The Logs sub-tab lists recent send attempts so you can troubleshoot deliverability. Each entry shows the recipient address, the subject, a timestamp, and a status icon.

• Use the search box to find entries by recipient or subject.
• Use the status dropdown to filter by All, Sent, Failed, or Pending.

If a customer reports a missing email, search the Logs for their address. A Failed status confirms the platform tried but could not deliver — the most common cause is a provider credential or From-address problem you can fix back on the Provider sub-tab.

Recommended setup order

1. Pick a provider and enter its credentials.
2. Set a clear From Name and a From Email on a domain you control.
3. Click Save, then Test, then Send a test message to yourself.
4. Expand Email Triggers and enable the events you want customers to receive.
5. Open Templates and brand the messages that matter most (welcome, invoice, payment receipt).
6. Trigger a real message from one of those events and confirm it arrives, then check Logs for a Sent status.

Related

Email Templates, Email Logs, Settings: Tickets, Settings: Security.