By default, invoices sent from Productive appear to come from noreply@outbox.productive.io, even though the person who clicked "Send Invoice" is displayed as the sender.
However, you can set up custom sender email addresses to add a personal touch and ensure your clients don't overlook your invoices as spam.
Setting up a custom sender email address is available on the Premium, Enterprise, and Ultimate plans.
Step One: Locating the Settings
To customize the email sender address for invoices and emails triggered by your Automation rules:
1) Go to Settings and navigate to General.
2) Scroll down to the Custom Sender Email Address section.
3) Click + Add domain.
Step Two: Adjusting the Domain Details
1) Add your domain name: If your email is invoices@acme.com, you'll enter acme.com.
2) Add the sender name: This is the name displayed in the recipient’s inbox. You can change this later if needed.
3) Add the sender address: This is the first part of your email address (e.g., the "invoices" in invoices@acme.com).
4) Select the subsidiary you want to set the custom domain for.
5) Optionally, allow users to send emails using their email addresses. This can be selected from a dropdown menu when sending emails.
Step Three: Verification
Verifying your domain is essential to start sending emails through Productive.
This process confirms domain ownership, prevents spam, and ensures that only you can send from your domain. Follow these steps:
1) Copy the Generated DNS Records
You’ll need to add two TXT records, one for SPF and one for DKIM.
Copy them from Productive and add them to your domain registrar’s settings.
Without these, other email providers will likely place your emails in the Spam folder or completely reject them.
SPF Record: Lists the authorized servers for sending emails from your domain.
DKIM Record: Ensures that the email content wasn’t modified by a third party during transit.
Note: If you already have an SPF record, do not create a new one. Instead, modify the existing record by adding our SPF value.
Example: If your SPF record is v=spf1 include:some_other_domain.com ~all, update it to v=spf1 include:some_other_domain.com include:mailgun.org ~all.
MX Records
MX records direct other providers where emails for your domain should be sent. You can use your own email provider's MX values if you want to receive replies or use the ones provided by Productive.
Note: If you already have MX records set up with your email provider, do not add Productive's MX records, as this could interfere with incoming emails.
With the setup for your email provider, you’re already ready to receive any replies sent by your clients.
Recommended: Add a DMARC Record
In addition to these, it’s a good idea to add a DMARC record if you already don’t have one.
Domain-based Message Authentication, Reporting & Conformance (DMARC) shields your domain from impersonation attacks, such as phishing. Some major email providers, like Google and Yahoo, now require DMARC for bulk email senders.
The simplest version of this record you can start with is to add the TXT record _dmarc followed by your domain name with the value v=DMARC1; p=none
2) Wait for Propagation
Allow 24-48 hours for the DNS records to propagate and be verified by your email provider.
Recommendation: Set up the SPF and DKIM records, then check back the following day to confirm verification.
3) Send for Verification in Productive
Once confirmed by your provider, return to Productive and click Send for verification to ensure the domains are configured correctly both in your provider and Productive.
4) Confirmation
When everything is correctly set up, you'll see a Verified badge next to your custom domain, and you're all set!
Sending Emails and Invoices
Once configured, you’ll be able to send invoices and emails from your custom address.
Editing the Sender's Email Address
After verification, you can further customize the sender details:
Go to Settings > General > Custom sender email address.
Select the domain you want to edit and open the Settings dropdown.
Adjust the Sender Name (the name displayed in the recipient’s inbox).
Adjust the Sender Address (the first part of your email address).
Adjust the Subsidiary associated with the sender address.
Optionally, enable users to select their email addresses from a dropdown menu when sending emails.
After making your changes, click Update to save the settings.
Adding Another Email Domain
You can add multiple custom sender domains if needed:
Go to Settings > General > Custom sender email address.
Click + Add domain and follow the steps outlined above for each new domain.
