Setting up email sending

allverto prefers to send invoices, dunning letters, purchase orders and messages via your own mailbox – then the emails come from your address, end up in spam less often and replies go straight to you. You set this up under gear → Email sending.

#Before you start

You need the "Set up email sending (SMTP, Microsoft 365, assignment per purpose, sending log)" permission. It is intended only for Owner and Administration, because access credentials are stored here.

At the top of the page you can see how company emails are currently sent – via your default account or, as long as none has been set up, via allverto's mail server with your company's sender name and reply address.

The page has four tabs: Accounts, Use per company, Sent emails and Appearance.

#Step by step: connecting a mailbox via SMTP

SMTP works with almost any mailbox: IONOS, Strato, web.de, GMX, your own server or Microsoft 365 with SMTP AUTH.

1. Open gear → Email sending, Accounts tab, and click Add account.
2. Choose SMTP.
3. Under Provider, choose a preset (e.g. IONOS, Strato, Gmail / Google Workspace, web.de, GMX, Microsoft 365 (SMTP) or Own server). It fills in the server, port and encryption.
4. Fill in:
   • Name in allverto – e.g. "Accounting".
   • Sender name – empty = the company's name.
   • Sender address – e.g. rechnung@meine-firma.de.
   • Reply to – empty = sender address.
   • SMTP server, Port, Encryption (SSL/TLS, STARTTLS or None (unencrypted)).
   • Username (usually the email address) and Password.
   • Signature – added below every email from this account (text only).
   • The Default account (for all purposes without their own assignment) switch.
5. Click Test connection and then Save.

The password is stored encrypted and never shown again. When editing, leave the field empty to keep it.

#Step by step: connecting Microsoft 365

Here you don't enter a password. allverto only gets the right to send emails from Microsoft; sending runs via Microsoft Graph and also works with shared mailboxes.

1. Add account → Microsoft 365.
2. Fill in Name in allverto, Sender name, Reply to and Signature. The Sender address comes from the sign-in.
3. Optional:
   • Send as (shared mailbox) – e.g. rechnung@…. The signed-in account needs the "Send as" permission for this.
   • Microsoft tenant – tenant ID or domain, otherwise automatic.
   • The Allow large attachments (over 3 MB) switch – Microsoft accepts at most 3 MB of attachments when sending directly. With the switch on, allverto may create a draft for larger emails (up to 150 MB).
4. Click Save and sign in with Microsoft and sign in to Microsoft. You then return to allverto.

After changing the tenant you need to sign in again (Save and sign in again). If the list shows the status Sign-in missing, right-click and choose Sign in with Microsoft.

#Managing accounts

For each account the list shows Name (with "Default"), Type, Sender, Status (Active, Sign-in missing or Error with a message), Last successful, Companies, Used for and Sent 30 days. Double-click to edit an account; right-click offers:

• Test connection – checks the credentials without sending anything.
• Send test email – to an address of your choice.
• Sign in with Microsoft (Microsoft 365 only).
• Set as default.
• Edit and Delete. Deleting removes the credentials; purposes using this account then use the default account. The sending log is kept.

#Use per company

In the Use per company tab you decide which account sends what:

1. Under Assignment for company, first choose All companies (default).
2. Choose the Account for each purpose – without a selection, the default account sends.
3. If needed, enter BCC copy to (e.g. accounting) and Reply to. "Reply to" replaces the reply address for this purpose.
4. Click Save.

If you have multiple companies, choose a single company under Assignment for company and store separate accounts just for it. Empty rows then use the "All companies" default.

#Sent emails

The Sent emails tab is the sending log – without content or attachments. Columns: Time, Status, Recipient, Subject, Purpose, Account, Reference (e.g. document, dunning letter, purchase order) and Error. You can filter by period (Today to All), status, purpose and account.

Under Keep you set how long entries are kept (90 days to 10 years, default 12 months). allverto deletes older entries daily.

#Email appearance

In the Appearance tab you decide how your company's emails to customers, suppliers and freight forwarders look – pickup orders, purchase orders, drop-shipping orders, receipts, documents, dunning letters and messages to suppliers.

• Modern (with logo) (default) – your logo from the company details at the top (the company name if there is no logo), buttons and links in the colour of your default print template "Invoice" (otherwise allverto blue), key details such as pickup date, packages or delivery date as a clear table, and the mandatory details at the bottom: company name, address, register court and number, VAT ID, management, email, phone and website. With several companies the details of the document's or order's company are shown. A plain text version is always included.
• Plain text only – simple text emails without logo or frame, as before.
• Switch Show "Sent with allverto" – a small line below the company details, off by default. Otherwise the emails carry only your brand.

On the right you see a preview with sample data. If mandatory details are missing from the company details, a notice points this out.

The language follows the customer or supplier. The email account's signature appears inside the frame below the text.

#Frequently asked questions

#My invoices end up in the customer's spam folder.

Connect your own mailbox and set it as the default account or for Documents. Spam filters rate emails from your own domain much better.

#The status shows "Error".

Hover over the message in the Status column – it shows the full reason (e.g. wrong password). Correct the credentials and click Test connection.

#Where do I set the subject and text of the emails?

In the Email templates.