Email Integration

Configure how MyCompanyDesk sends emails to your customers — from invoice delivery to payment reminders.

Email delivery methods

MyCompanyDesk supports three ways to send emails:

1. Built-in email (default)

Out of the box, emails are sent through MyCompanyDesk's own email service. No configuration needed.

2. Gmail integration

Send emails directly from your Gmail account:

1. Go to Settings > Communication > Email
2. Click Connect Gmail
3. Authorize MyCompanyDesk to send on your behalf via Google OAuth
4. Emails now appear as sent from your Gmail address

Benefits:

• Emails show your Gmail address as the sender
• Sent emails appear in your Gmail Sent folder
• Better deliverability (your own domain reputation)

3. Outlook / Microsoft integration

Send from your Outlook or Microsoft 365 account:

1. Go to Settings > Communication > Email
2. Click Connect Outlook
3. Authorize via Microsoft OAuth
4. Emails are sent from your Outlook address

4. Custom SMTP

For full control, use your own SMTP server:

1. Go to Settings > Communication > Email
2. Enter your SMTP details:
   • Host — SMTP server address
   • Port — Server port (587 for TLS, 465 for SSL)
   • Username — SMTP login
   • Password — SMTP password
3. Click Test Connection to verify it works
4. Save

Email templates

Customize the emails sent with your invoices and reminders.

Invoice email template

The default email sent when delivering an invoice. Customize:

• Subject line — The email subject (supports variables like invoice number)
• Body — The message content
• Language — Set per-language templates

Reminder email template

The email sent when following up on overdue invoices. Customize the same fields as above but with a more urgent tone.

Preview

Before sending, you can preview any email to see exactly what your customer will receive:

• Rendered HTML with your branding
• PDF attachment preview
• Payment link inclusion

Variables

Email templates support dynamic variables:

Variable	Description
{invoice_number}	The invoice number
{customer_name}	Customer's name
{amount}	Total invoice amount
{due_date}	Payment due date
{company_name}	Your company name
{payment_link}	Link to online payment

Notifications

Configure what email notifications you receive:

• Invoice paid — Get notified when a customer pays
• Quote request received — Alert for new quote requests
• Team activity — Updates on team member actions

Notification preferences can be set in your Profile.

Tips

• Connect Gmail or Outlook for the best deliverability
• Always test your email template before sending your first invoice
• Set up language-specific templates if you serve customers in multiple languages
• Use the reminder template for professional follow-ups on overdue invoices