Configuring Outgoing Email (SMTP)

Outgoing Mail Server Configuration

Quickenerp needs an outgoing (SMTP) mail server to send emails – quotations, invoices, delivery orders, notifications, password resets, and marketing campaigns. Without a correctly configured SMTP server, no emails will be sent.

Navigation

Go to Settings > General Settings – scroll to the "Discuss" section – click Outgoing Mail Server link. Or navigate directly to Settings > Technical > Outgoing Mail Servers (requires developer mode).

Creating an Outgoing Mail Server

1. Click Create.
2. Description – A label to identify this server (e.g. "Gmail SMTP – Sales").
3. SMTP Server – The server hostname (e.g. smtp.gmail.com for Gmail).
4. SMTP Port – Common ports: 25 (plain), 465 (SSL), 587 (TLS). Most modern providers use 587 with TLS.
5. Connection Security:

• SSL/TLS – Encrypted connection from the start (port 465).
• STARTTLS – Upgrades an unencrypted connection to encrypted (port 587). Most common.
• None – Unencrypted. Not recommended.

App Passwords for Gmail / Google Workspace

Google requires App Passwords if you have 2FA enabled on your Google account:

1. Go to your Google Account – Security – 2-Step Verification – App Passwords.
2. Select "Mail" as the app and "Other" as the device (name it "Quickenerp").
3. Google generates a 16-character password. Copy it.
4. Paste this password into Quickenerp's SMTP password field.

Microsoft 365 / Outlook SMTP

• Server: smtp.office365.com or smtp-mail.outlook.com
• Port: 587, Security: STARTTLS
• Username: Your full email address.
• Password: Your account password or an app password if 2FA is enabled.
• Note: Microsoft may block SMTP authentication for some accounts. Enable SMTP authentication in your Microsoft 365 admin centre.

Multiple SMTP Servers

You can configure multiple outgoing servers. Quickenerp uses them based on:

• Priority – The server with the lowest priority number is tried first. If it fails, the next priority is used (fallback).
• Company – If multi-company is enabled, each company can have its own SMTP server for proper domain alignment (SPF/DKIM).
• Email Template Override – Specific email templates can specify which SMTP server to use.

DMARC, SPF & DKIM Setup

To ensure emails land in inboxes (not spam), configure your domain's DNS records:

• SPF – Add a TXT record that includes your SMTP provider: v=spf1 include:_spf.google.com ~all (for Gmail).
• DKIM – Sign emails with a digital signature. Your SMTP provider gives you a DKIM key to add as a TXT record.
• DMARC – Policy for how receivers handle emails that fail SPF/DKIM: v=DMARC1; p=quarantine; rua=mailto:dmarc@yourdomain.com.

Troubleshooting Email Sending