How do I set up email in Kontuly to send invoices?
Kontuly sends invoices, quotes, statements and reminders from your own email account, using SMTP (the standard way email programs send mail). Fill in Settings → Email (SMTP) with your provider's details, click Test connection, then Save changes.
- Open Settings and scroll to Email (SMTP).
- Enter the SMTP host. Your provider's outgoing mail server, for example
smtp.gmail.com. - Enter the Port. Usually
587or465. - Set Use TLS/SSL (secure). Tick it for port 465; leave it unticked for port 587.
- Enter the Username and Password. The username is usually your full email address. For Gmail and Outlook, use an app password created in your email account's security settings; your normal password usually won't work.
- Fill in From name and From email. Leave From email the same as your username unless your provider lets you send from another address.
- Click Test connection. You'll see SMTP connection OK, or SMTP test failed with the reason.
- Click Save changes.
Test connection only checks that Kontuly can log in; it doesn't send a message. To be sure mail is delivered, email an invoice to yourself.
Overdue reminders start going out as soon as email is saved. Check them first; see How do overdue invoice reminders work?
Is my email password safe?
The password is encrypted with your computer's own keychain and never shown again. Once it's saved, the box says (saved — leave blank to keep); leave it empty unless you're changing it. Because only that computer can decrypt it, after restoring your books on another computer you'll need to type the password again.
Can I change the invoice email's wording?
Yes, under Invoice email in Settings. Words in double curly brackets, such as {{customer_first_name}}, {{invoice_number}} and {{due_date}}, are replaced with the real values when it's sent. If a customer has no first name in Contacts, {{customer_first_name}} comes out blank, so use {{customer_name}} or fill in first names.
If sending fails, see Why won't my invoices send?
Related questions
- Why won't Kontuly email my invoices or statements?Fix Kontuly email errors such as "SMTP is not configured", "Customer has no email address" and "Approved, but email failed", and test your settings.
- How do overdue invoice reminders work in Kontuly?Kontuly emails customers when an invoice is overdue, at 7, 14 and 21 days to start with. Change the timing and wording, or turn reminders off.
- How do I create and send an invoice in Kontuly?Write an invoice in Kontuly as a draft, check it with Preview, then approve it to record the sale and email it to your customer with the PDF attached.
More about quotes, invoices and customers
- How do I add a customer or supplier in Kontuly?Add customers and suppliers to Kontuly's Contacts list, choose whether each is a customer, supplier or both, and archive the ones you no longer use.
- How do I record a customer payment in Kontuly?Mark a Kontuly invoice as paid by matching the deposit in Banking or recording the payment by hand, including part payments and undoing a mistake.
- How do I void or cancel an invoice in Kontuly?Void an invoice in Kontuly when it should never have been issued, or raise a credit note when the customer is owed some of it back. When each one fits.
- How do I give a customer a credit note in Kontuly?Raise a customer credit note from an invoice in Kontuly to refund or reduce what a customer owes, then apply the credit to an invoice or pay it back.
- How do I send a customer statement in Kontuly?Create a customer statement in Kontuly showing invoices, payments and what's still owing, with ageing, then preview it, save the PDF or email it.