Email settings: your sending address, copies and message wording
Set the name and address your invoices come from, keep a copy of everything you send, change the wording of your emails, and send yourself a test.
When you send an invoice, quote, credit note or statement, Todah emails it for you. Settings → Email decides who it looks like it comes from, where your clients' replies go, whether you get a copy, and what the message says.
Be careful: You cannot email an invoice, quote, credit note or statement until the From Email is set. Trying to send an invoice shows Set your sending email in Settings before sending invoices.
Before you start
- You must be the owner or an admin. A member sees the Sending Address, Send from Your Own Domain and Message Templates cards greyed out, with the line Only the owner or an admin can change these. Anyone can use Send Test Email.
- Choose the email address you want clients to reply to, such as billing@ your own domain, or your own email.
Step by step: your sending address
- Choose Settings, then the Email tab.
- In the Sending Address card, type the From Name your clients should see, usually your business name.
- Type the From Email: the address clients' replies should go to.
- Leave Keep a copy of everything I send ticked if you want a copy of every document, and check the address in the box under it.
- Choose Save Changes. A message says Settings saved.
- Scroll to the Test Email card and choose Send Test Email. Check your inbox for a message called Test email from your business name.
What each box means
| From Name | The name in your client's inbox. If left empty, your display name is used. |
|---|---|
| From Email | Where replies go. It must be a real address with one @ and a proper ending such as .ca or .com. |
| Keep a copy of everything I send | Ticked by default. Sends a hidden copy (a blind copy) of every invoice, quote, credit note and statement you send, and of automatic reminders and receipts, to the address below it. Your client cannot see that you were copied. Untick it to stop the copies. |
| Address to copy | Filled in with your From Email or your sign-in email the first time. Change it to any address you like. |
Who your emails really come from
To make sure your emails are trusted by your clients' email providers and do not land in spam, Todah sends them from its own address, showing your From Name, and sets your From Email as the reply address. Your client sees your business name, and when they choose Reply, the reply comes to you. The Send from Your Own Domain card on this tab shows which way your emails are sent right now.
On Business and Enterprise you can send from your own domain instead, so the email itself comes from your address. See Send from your own email domain.
Step by step: change the wording of your emails
- In the Message Templates card, choose Invoice, Quote or Statement.
- Change the Subject and the Message. The boxes show the wording in use now.
- To put in details that change for each email, type one of the tokens listed on the card, exactly as shown, including its curly brackets. The tokens are company, client, number, total, due_date, issue_date and balance.
- Choose Save Template. A message says Template saved.
| company | Your display name. |
|---|---|
| client | The client's name. |
| number | The invoice or quote number. |
| total | The document's total. |
| due_date | The invoice's due date. |
| issue_date | The document's date. |
| balance | On a statement, what the client still owes. |
Reset to Default asks you to confirm, then puts back Todah's own wording for the template you are on. Leaving a template empty also uses the default.
If the test email fails
- Set your sending email address first.: type a From Email and choose Save Changes before you test.
- Any other message is the reason the email service gave. Check the From Email for typing mistakes and try again.
Failed emails
If an automatic email, such as a reminder, could not be delivered, a Failed Emails card appears on the Payments tab listing the address, the subject and the reason. Todah tries again a few times over about twelve hours and marks it Retrying; one it has given up on is marked Not Delivered. The card is hidden when nothing has failed.
Tip: Changes to the wording apply to emails you send from now on. Send yourself a test after changing a template to read it as your client will.
See also
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