Set up outgoing mail

What it is for

To send the PDF of an invoice, a quote or a payment reminder to a customer, Nanus uses the outgoing mail (SMTP) server of your mailbox: the one you already use with your provider works fine. You set it up once. Without it, sending by email shows “To send email, set up outgoing mail first.” and offers Open settings.

How to do it

1. Open Settings → Print and email and the Outgoing mail section.
2. Enter the SMTP server given by your mail provider.
3. Under Security choose STARTTLS, SSL/TLS or None: the Port follows by itself (587 with STARTTLS, 465 with SSL/TLS, 25 without security), but you can type another one.
4. Enter the Sender address and, if you like, the Sender name the customer will see.
5. Enter Username (usually the email address itself) and Password.
6. Tick Send me a blind copy of every message if you want a record in your own mailbox.
7. Tap Save mail, then Send a test: the test message goes to the sender address.

Once saved the password is not shown again: you see “Password saved: leave empty to keep it.” Remove deletes the outgoing mail settings.

Email texts

In the Printing and email section, under Email texts, you can write the Subject, the Text for documents and the Text for reminders. Left empty, the default texts are used. You can use the placeholders {{documento}}, {{numero}}, {{data}}, {{azienda}}, {{cliente}}, {{importo}} and {{scadenza}} (document, number, date, company, customer, amount due, first due date; in reminders the amount is the overdue balance), which Nanus replaces in each message. Before each manual send, subject and text can still be edited.

• Under Customer language choose Italian or English and write the texts for that language. Each customer gets the texts in the language set on their record; English texts left empty use the Italian ones.
• Under Fixed copy (Cc) and Fixed blind copy (Bcc) enter the addresses, separated by commas, to add to every document email, for example your accounts department. In the Send by email window they are already in the Cc and Bcc fields and can be changed.

What uses it

• Sending a document by email from its record or from the list.
• Sending several invoices at once, each to its own customer.
• Reminder letters, including those sent by the automations.
• Recurring invoices emailed automatically.

Common problems

• “The mail server rejected the message”: check server, port, security and credentials; many providers require an app password different from your sign-in password.
• “The customer has no email address”: add it in the customer’s record.
• In the desktop app, if you see “The password is stored unencrypted in this computer’s archive”, the password is kept only on that computer without encryption.

See also

• Email the invoice PDF
• Chase a customer who has not paid
• Automations: recurring invoices and automatic reminders
• Logo and print layout of documents