Sending emails from Brightpearl / SMTP accounts

Brightpearl allows you to send invoices, quotes, statements, general emails, small mail-merges and much more. Copies of any emails sent from within Brightpearl will automatically be added added onto the contacts timeline.

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.


Brightpearl is set up by default 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 spammed. The alternative is setting up SMTP accounts, or you can set up an SPF record.

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
  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. If you're using Gmail, we recommend using an App 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.

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. Your Brightpearl account sends email for password notifications, invoices, quotes, general emails, small mail-merges and much more, which means that you should create an SPF record to authorize the Brightpearl mail server to send email on your behalf. IN TXT 3600 "v=spf1 mx ~all"

Enable simple authentification

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

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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