Sending emails from Brightpearl / SMTP accounts

If you're sending emails from within Brightpearl then a copy of that email will automatically added onto the contacts timeline (no need to go via 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 or you can set up an SPF record.

SPF records

For more reliable mail delivery, it's a good idea to send email via your own SMTP servers, which means that Brightpearl makes a connection to your own email server and actually sends from there.

SPF records allow a domain/website owner to authorize certain mail servers or IP addresses to send email on your behalf. Astonishingly, any correctly configured mail server can send email on anyone's behalf, which is why you may have experienced spammers hijacking your own email address to send spam from your own email.

Here's where SPF records come in. Increasingly, mail servers are checking that the mail server sending the email is allowed to do so. 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. They allow you to specify which servers can legitimately send email on your behalf. 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"

As many connections as required can be added to Brightpearl. Multiple users can use the same email connection or they can have their own. You'll need to choose which staff members use this 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 Google,
  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.
  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.

Do this for each user that will be sending emails.

Enable simple authentification

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

White list the Brightpearl IP address

If your mail server requires sender IPs to be white listed, make sure you add these IP address:

For EUW1 accounts (your Brightpearl URL will be

For USE accounts

Email signature

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.
Have more questions? Submit a request