Sending email from your own inbox
Connect Gmail, Outlook or another mailbox so emails come from your real address, share a billing inbox for invoices, and see which address every kind of email uses.
2:58 · Settings · Getting set up
Transcript
Your customer opens an invoice from no-reply, has a question, and isn't sure anyone will read the answer. When the email comes from your own Gmail or your billing inbox, it looks like you, and the reply comes back to you. It starts on Email Accounts, under Settings, in the Communications group. Each person connects their own mailbox here. Gmail and Google Workspace, Outlook and Microsoft 365, or Yahoo, AOL, GoDaddy, iCloud and other hosts with an app password. Not sure who runs a business address like billing at your company? Type it here and PortaPro looks it up and tells you which button to use. Checking changes nothing. Once it's connected, the mailbox shows up here. This one is a Gmail account, active and ready. Default sender means the emails you write yourself, on leads, deals and timeline replies, go out from this address and land in its Sent folder, so the conversation threads like any other email. Share with company lets the business use it too. That's how a shared billing inbox becomes the address your invoices come from. The connection is send-only. PortaPro can't read the mailbox, list messages or see contacts, and the credentials are encrypted on PortaPro's servers. Done with a mailbox? Disconnect it from its menu. For a shared inbox, PortaPro tells you first what happens: company emails that sent from it, like invoices, go back to the company's default sender. Who sends what sums it up: your own emails from your inbox, company documents from whatever Company Sending picks. Company Sending is the company-wide choice, for invoices, quotes, receipts, statements, reminders and invitations. The top card shows exactly what customers see today: your business name in the From line, and the Reply-To address their answers go to. Here, the shared Gmail is in use for invoices. Stop using puts them back on the default. One trade-off: mail sent through a connected inbox shows as sent, but PortaPro can't see bounces or opens. For full tracking and the most polished From line, connect your own business domain, like billing at your company dot com. It takes a few DNS records at your registrar. Your support email is where customer replies land, whichever way the email went out. Even on PortaPro's own address, the answer comes straight to you. This map lists every kind of email and the address it's sending from right now. System mail, like notifications and greeting cards, always comes from PortaPro. Want quotes from your sales inbox and invoices from the bookkeeper? Pick a sender per email type. Anything left on Company default follows the choice above. PortaPro picks each sender in order: your verified domain, then the shared inbox, then its own address. So if a mailbox's password changes, the email still goes out from the next one. Disconnect a mailbox, and every email type that used it moves back to Company default. A broken mailbox never stops an invoice.
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