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SMTP server

Manager.io allows you to send emails directly from the program, such as invoices or reports. To enable this feature, you must first configure which email server Manager.io should use to send messages. This guide will walk you through each field of the SMTP server configuration form, explain the available options, and provide best practices for common email providers.

Choosing Your Email Sending Protocol

Manager.io supports two protocols for sending emails:

  • HTTP
  • SMTP

When to Use HTTP

If you select HTTP as your protocol:

  • Enter the URL of your HTTP server in the HTTP Server field.
    • Manager.io offers a free public email service at email.manager.io. You can use this by entering email.manager.io as the HTTP Server.
  • Specify the Reply to email address. Replies to your emails will be sent here—usually, your business email.

When to Use SMTP

If you prefer using your own email provider, select SMTP as your protocol. This requires more information but gives you greater control and personalization.

Configuring SMTP

When SMTP is chosen as Protocol, fill out the following fields:

SMTP Server

Enter the hostname of your email provider’s SMTP server (for example:

  • Gmail: smtp.gmail.com
  • Yahoo: smtp.mail.yahoo.com
  • Office365: smtp.office365.com
    Ask your email provider for the correct server name if unsure.

Port

Choose your SMTP port:

  • 465 or 587 are recommended (they use encryption and are more secure).
  • 25 is also supported but is less secure and often blocked by providers.

SMTP Credentials

  • Username: Usually your email address, but some providers require a specific username.
  • Password: The password for the above username. For privacy, you can click Show password to view what you type.

Note on Usernames and Email Addresses:

If your Username does not contain a valid email format, Manager.io will ask you to fill in another field, Email address. Enter the sender address linked to your SMTP account here.

Send a Copy of Every Email

To archive your outgoing emails, enable Send a copy of every email to this address.

  • Enter the email in the SendCopyEmail field where copies should go.

Custom Reply-To Address

If you want replies to go to a different address than the sender, enable Receive email replies at a different address than you send from.

  • Enter the destination email in the Reply to field.

TLS Certificate Verification

  • By default, Manager.io verifies the authenticity of your mail server’s TLS certificate.
  • Enable Do not verify TLS certificate only if you use your own server with a self-signed certificate.
  • For providers like Gmail, Yahoo, or Office365: Leave this unchecked for security.

Testing Your SMTP Configuration

After entering all details:

  1. Click Test email settings.
    • Manager.io will try to send a test email to verify your SMTP connection.
  2. If the test fails:
    • Double-check your settings.
    • Try your SMTP configuration with another mail client (such as Mozilla Thunderbird) to rule out provider issues.

Saving Changes

Click Update to save your configuration.

Gmail and Yahoo! Mail Special Instructions

Gmail Setup

  1. Enable 2-step verification on your Google account.
  2. Generate an "App Password" for Manager.io.
    • Do not use your Google account password directly; it will not work.
  3. Enter the generated app password in the Password field of Manager.io.

Yahoo! Mail Setup

  1. Go to Yahoo Account Security.
  2. Click Generate app password.
  3. In "App passwords" window, select "Other app."
  4. Enter "Manager.io", click Generate.
  5. Copy the app password provided and use it in the Password field in Manager.io.

Final Steps and Using Email in Manager.io

Once SMTP is configured correctly:

  • A new Email button will be available on your transactions and reports.
  • Use this to send documents directly from Manager.io.

Example Screenshots

  • SMTP Configuration Example:
    Test email settings
  • Testing Settings:
    Update
  • In-Application Email Button:
    Email

Troubleshooting

If emails are not sending:

  • Double-check all server names, ports, usernames, and passwords.
  • Test settings with an alternative email client.
  • Ensure you have used app-specific passwords if required by your provider.
  • Contact your email provider if problems persist.

By properly configuring your SMTP server in Manager.io, you streamline business communications and ensure your emails are delivered safely and securely from within your accounting software.