Sending emails from Brightpearl / SMTP accounts

Brightpearl allows you to send invoices, quotes, statements, general emails, small mail-merges and much more from within the system.

Copies of any emails sent from within Brightpearl will automatically be added onto the relevant contact's timeline.

Tip: To learn about capturing incoming emails on a contact's timeline or outgoing emails which are sent from outside of Brightpearl, read about the Mail Store.

By default, Brightpearl is set up to send emails from our servers "on behalf" of your own email address. This is not always reliable since without any configuration there's a fair possibility that the email will get marked as spam.

There are two options to reduce the possibility of your emails getting flagged as spam by the recipient mail servers:

  • SPF records
  • SMTP

SPF records

An SPF record is used on your domain/website in order to authorize certain mail servers or IP addresses (such as Brightpearl) to send emails on your behalf.

This prevents spammers hijacking your account to send spam from your own email.

If you don't have an SPF record you may find that your emails get put in the spam folder or your emails are not received.

You should create an SPF record to authorize the Brightpearl mail server to send email on your behalf.

mydomain.com IN TXT 3600 "v=spf1 mx include:smtp.thisispearl.com ~all"

SMTP

Configuring Brightpearl to use SMTP allows Brightpearl to send emails through your mail server.

As many connections as required can be added to Brightpearl. You may have multiple users using the same email connection or they can have their own. You'll need to choose which staff members use each SMTP account for outgoing mail.

How to set up outgoing email via SMTP

  1. Go to Settings > Company > Email (SMTP) accounts.
  2. Click Add a new SMTP account.
  3. Enter the SMTP host. For example, if you're using Gmail, enter "smtp.gmail.com".
  4. Enter the email address you want to use to send your emails.
  5. Enter the username for the email account, usually your email address.
  6. Enter the password for the email account.

    Note: If you're using Gmail, you must use an app-specific password.

  7. Enter the SMTP port, for example 465 for Gmail.
  8. Opt to use SSL so Brightpearl talks to your account over a secure connection.
  9. Click Save .

How to assign a staff member to an email SMTP account

  1. Go to Settings > Staff/Users > List Staff.
  2. Click on the staff name to edit their record.
  3. Select the Email SMTP account.
  4. Click Save.

Simple authentication and app passwords

You'll need to make sure that the simple authentication on your mail server is enabled for the SMTP handshake.

Alternatively, you can use an app-specific password, which allows you to use SMTP while still maintaining secure authentication. How to generate an app password will depend on your mail client.

Note: If you are using Gmail, you must use app passwords in order to use SMTP. See Google Support's guide to app passwords here.

Email signatures

Email signatures to include on the end of your emails are created against each staff member.

How to give a staff member an email signature

  1. Go to Settings > Staff/Users > List Staff.
  2. Click on the staff name to edit their record.
  3. Type your signature as you wish it to appear on emails in the box provided.
  4. Click Save.
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