Send Email in Two Accounts Web

Send Email in Two Accounts Web

Two Accounts web provides built-in email sending capabilities to deliver statements, reports, invoices, and other documents directly to customers, suppliers and individuals.

Configuring SMTP Settings

To enable email sending, you must first configure your SMTP (Simple Mail Transfer Protocol) server settings.

1. Navigate to Email Settings:

   • Go to Settings > Email Settings > SMTP server.

2. Enter SMTP Server Information:

   • SMTP Server: Enter the hostname of your SMTP server.

     • Example (Gmail): smtp.gmail.com

     • Example (SendGrid): smtp.sendgrid.net

   • Port: Select the appropriate port. Common ports include 587 (with TLS) and 465 (with SSL).

     • Example: Port 587 is commonly used with Gmail and SendGrid.

3. SMTP Credentials:

   • Username: Enter the username for your email account. This is typically the part of your email address before the @ symbol.

   • Email Address: Enter the full email address.

   • Password: Enter the password for this email account.

   Important Note for Gmail Users:
   If you are using Gmail, your regular password will not work. You must create an App Password.

   • Prerequisite: You must have 2-Step Verification enabled on your Google Account.

   • How to Create: Visit Google's App Passwords page to generate one. Use this generated password in the SMTP password field.

   • Source: Google Support Documentation

4. Optional Configuration:

   • Send a copy of every email to this address: Check this box and enter an email address to receive a BCC copy of all outgoing emails.

   • Receive email replies at a different address: Check this box and enter an email address if you want replies to go to a different inbox than the one you send from.

   • Do not verify TLS certificate: Check this box if you want to bypass TLS certificate verification (not recommended for production environments).

   • Do not use international delivery format: Check this box if you want to disable international email formatting.

5. Test Your Settings:

   • Click the "Test email settings" button. If all information is correct, you will receive a confirmation email indicating successful configuration.

6. Save Configuration:

   • Click the "Update" button to save your settings. You can edit this information at any time by returning to Settings > Email Settings > SMTP server.

Sending an Email

Once SMTP is configured successfully, you can send emails from within the application.

1. Locate the Email Button:

   • When viewing a document or record (e.g., an invoice, report, or statement), an "Email" button will appear.

2. Compose Your Email:

   • Click the "Email" button to open the email composition window.

   • To: Enter the recipient's email address. For multiple recipients, separate addresses with a comma.

   • Subject: Enter the email subject.

   • Body: Compose your message.

   • Attachments: Click to select and attach any relevant files.

3. Send:

   • Click the "Send" button to deliver the email.

Note on PDF Format:
If you have enabled PDF settings from Settings > PDF | Themes | Extensions, documents will be automatically attached in PDF format when sent via email.

Using Email Templates

You can create and use predefined email templates to standardize your communications.

• Location: Go to Settings > Email Settings > Email Templates.

• Supported Documents: Templates are available for various document types, including Sales Invoices, Purchase Invoices, and others that support email functionality.

Troubleshooting & Hosting Considerations

• Port 25 Blocking: Many Internet Service Providers (ISPs) and hosting providers block port 25 as a security practice. If you are unable to connect, try using alternate ports like 587 or 465.

• Google Cloud Platform (GCP): Google offers a free trial with $300 credit. You can use this credit to create a virtual machine instance and host your own mail server. However, be aware that port 25 is generally not supported through Google Workspace.

• Connection Issues: If your Telnet session continually times out or fails to connect using port 25, it is likely that your ISP or hosting provider is blocking the port.