The address your customers see when PortaPro sends an invoice, quote, receipt, statement, or reminder on your behalf. This is a company-wide setting one sender for all your automated documents, chosen by an admin.
Three options, listed from most professional to most out-of-the-box:
Which one PortaPro uses is resolved live per send in this exact priority order:
Verified domain (if you have one) → designated shared inbox (if any) → PortaPro's shared address.
If your first choice becomes unavailable (say, your team member disconnects the Gmail you designated as the sender), invoices *never* fail to send PortaPro automatically falls back to the next-best option and shows a banner on Company Sending explaining what happened.
Where to configure: Settings → Company Sending. Admin/owner role required.
Which emails does this control?
Company Sending controls the sender for every automated, customer-facing email PortaPro sends on your business's behalf. Specifically:
It does not control:
The Where your email comes from map on the Company Sending page lists every category and its live-resolved sender, so you never have to guess.
Reply-To separate from the From address
Whichever sender you pick, the Reply-To is always your company support email (or your general company email as a fallback). That's the address customers reach when they hit Reply. So even when we send from the shared PortaPro address, replies come straight back to you not to us.
Set or change your support email under Settings → Company (there's also a shortcut on the Company Sending page). It's the same field used everywhere in the app that shows customers a way to reach you.
Option 1: Your own business domain
Send from `billing@yourbusiness.com` (or `invoices@`, `hello@`, etc.) your business name in the address, not just the display name. This is the most professional and gives you full delivery tracking inside PortaPro because everything still goes through our email provider (Resend) you're just borrowing your own domain's reputation.
What you need
Setup walkthrough
Choosing the local part
The "local part" is the word before the `@` `billing`, `invoices`, `hello`, `noreply`, etc. PortaPro defaults to `billing`; you can change it any time under the verified domain's settings without re-verifying. Common choices:
Removing a verified domain
If you decide to stop using your domain (rare but possible if you're changing domains or downgrading plans), click Remove domain on the verified domain card. PortaPro removes the domain from our email provider and reverts your sender to whichever tier is next (either a designated shared inbox if you have one, or the shared PortaPro address). You can re-verify at any time.
Option 2: A connected inbox your team shares
If you don't have a business domain or don't want the DNS setup a teammate can connect their own Gmail, Outlook, Yahoo, or GoDaddy inbox and mark it "Shared with company." An admin then designates it as the company invoice sender, and invoices go out from that real mailbox.
Deliverability is excellent because it's a real inbox with a real sending reputation. The tradeoff: PortaPro can't track delivery, bounces, or opens for these emails (Gmail's API doesn't send us those webhook events the way our email provider does).
Setup
Managing the designated sender
On Company Sending you'll see the designated inbox listed with its address. To change it, pick a different shared inbox from the dropdown. To stop using it (revert to the PortaPro shared address), click Stop using.
The teammate whose inbox is designated will see a green Invoice sender badge on their connection card in Email Accounts a helpful reminder that their inbox is doing double duty.
What "Reply-To" looks like here
Even when the From is a real mailbox, PortaPro sets the Reply-To to your company support email. So if a customer replies to a Freeport Septic invoice, the reply goes to your support address, not (necessarily) to Matt's personal Gmail. If you want replies to go to the same mailbox that sent it, set your support email to the same address.
Option 3: PortaPro's shared address (the default)
Zero setup. Invoices, quotes, and receipts send from `no-reply@mail.portaprosoftware.com` with your business name as the display name and your support email as the reply-to. Your customers see:
```
From: Freeport Septic <no-reply@mail.portaprosoftware.com>
Reply-To: support@freeportseptic.com
```
Your business name is front and center; customer replies come straight to your team. The only thing that isn't yours is the sending address. For a lot of small operators this is completely fine but if you want that address to be yours too, use Option 1 (domain) or Option 2 (shared inbox).
Full delivery tracking is available: PortaPro captures delivered, bounced, and complained events from our email provider and surfaces them in the invoice details.
Delivery tracking by option
| Option | Sender | Delivery events (delivered / bounced / opened) |
|---|---|---|
| 1. Verified domain | `billing@yourdomain.com` | ✅ Full same as the default |
| 2. Shared inbox | `matt@freeportseptic.com` | ❌ None real-mailbox APIs don't send us webhooks |
| 3. PortaPro shared (default) | `no-reply@mail.portaprosoftware.com` | ✅ Full |
If delivery tracking matters to you (it's what tells you an invoice bounced back), Options 1 and 3 give you that; Option 2 does not. Sent emails from Option 2 show up in the invoice history as sent, but no follow-up delivery status because we don't get one.
The "Where your email comes from" map
At the bottom of the Company Sending page (and in a compact form on the Email Accounts page for every user) is a live routing map that lists every email category PortaPro sends and the exact address it's coming from right now.
Three groups:
Use this map to answer "which address is my customer actually seeing?" without hunting through a bunch of settings. If the designated shared inbox is broken (disconnected, needs reauth), the company group shows an amber note explaining that invoices are temporarily falling back to the PortaPro shared address.
Changing options
Change options any time nothing is locked in.
The routing map at the bottom of the page always shows the current state check it after any change to confirm what your customers are seeing.
Who sends each email type
The three options above set one sender for your whole company. The Who sends each email type card is the optional refinement: any email category can have its own sender. Invoices from your bookkeeper, quotes from sales, everything else from the company default.
Categories: Invoices & overdue reminders · Payment receipts · Quotes · Statements · Installment reminders · Deposit notifications · Signature requests · Review requests · Purchase orders · Service reports · Support auto-replies · One-off customer emails & Inbox.
What a category can point at:
Two things that make this safe to use:
Full detail in Who sends each email type.
Email Inbox Capture (the card below the map)
Everything above is about email going out. The last card on this page, Email Inbox Capture, is the inbound direction. It holds your organization's personal inbox address and the toggle that captures customer replies into the Inbox.
The short version:
Full detail, per-provider setup (Outlook, iCloud, and the paid-plan requirement on Yahoo and AOL), and troubleshooting live in Email Inbox Capture.
What happens when a connected-inbox sender breaks
If you're on Option 2 (designated shared inbox) and that inbox breaks the person disconnects it, revokes PortaPro's access from Google/Microsoft, or their credentials expire PortaPro does not fail the invoice send. Instead:
This is deliberate invoices sending is more important than which address they send from. Once someone reconnects the inbox (or you designate a different one), invoices go back to the original sender automatically.
FAQ
Do I need Company Sending set up for PortaPro to send invoices? No. Option 3 (PortaPro's shared address) works out of the box with your business name and support email that's the default for every account.
Can each teammate configure their own company sender? No Company Sending is one setting for the whole business, admin-controlled. Personal outreach (lead/deal emails) uses each teammate's own connected inbox, which is different see Personal Inbox Connections.
Can I send some invoices from my domain and others from PortaPro's address? No. Company Sending is a single company-wide choice; customers would find mixed senders confusing across related documents (an invoice and its receipt should come from the same place). If you have very different sending needs for different business units, consider running them as separate PortaPro organizations.
Does connecting Gmail as the company sender give my company access to my personal mail? No the connection is send-only. Even when your Gmail is designated as the invoice sender, PortaPro cannot read your inbox. Admins can see that your inbox is the sender; they cannot see anything in your mailbox.
What if I change my domain later? Remove the old domain from Company Sending, verify the new domain, done. The old one stops being used the moment you remove it; the new one starts once verification passes.
Can I use a subdomain like `mail.mybusiness.com`? Yes. Subdomains are first-class in domain verification and are actually a good choice if your main domain is already using its DNS records heavily for something else. Enter the subdomain as you'd type it in an email address.
Does removing a verified domain delete anything from my DNS? No PortaPro removes the domain from our email provider's system but does not (and cannot) modify your registrar. The DNS records you added are still in your registrar; you can delete them there if you want to clean up, but leaving them does no harm.