Send invoices from your own address

By default Fakts sends your invoices from its own address, with your company name as the sender. If you have email on your own domain, such as invoices@yourcompany.lv, you can connect your mail server, and invoices, quotes and payment reminders will reach your clients from your address.

What changes

• The sender is your address. A client sees, for example, "Studio Ltd <invoices@studio.lv>" instead of a Fakts address.
• Replies reach your mailbox. A client's reply goes to the same address the invoice came from.
• The email goes through your server. If your server keeps sent mail, you will find it in your Sent folder. Gmail and Google Workspace do this on their own.

Sign-in links and other mail from Fakts (plan notices, for example) still come from Fakts. Nothing changes on the invoice, its PDF or its XML.

Connect your server

1. Open Settings > Email sending and press Connect a mail server. Only the account owner sees this section.
2. Pick where your mailbox is. For Google, Microsoft and Zoho, Fakts fills in the server and port. With Other, your hosting or mail provider lists the SMTP server and port in its help pages.
3. Enter the username (usually the email address itself) and the password.
4. Set the send from address. It has to belong to this mailbox, or the server will refuse to send. The sender name is optional; leave it empty and the company name is shown.
5. Press Check and save. Fakts signs in to the server with these details and saves them only if the server accepts them. Nothing is sent.
6. Press Send a test message. It arrives at the email of your Fakts account. Check that it did not land in spam and that the sender is right.

Common providers

Google Workspace or Gmail: server smtp.gmail.com, port 587. Your usual password will not work here: turn on 2-Step Verification in your Google Account, then create an app password under Security > App passwords and enter that in Fakts.

Microsoft 365 or Outlook: server smtp.office365.com, port 587. Your administrator has to allow SMTP sign-in (SMTP AUTH) for this mailbox. Microsoft has switched it off for many accounts, so if the password is refused, that is the likely reason.

Zoho Mail: server smtp.zoho.eu for an EU account, port 465. With two-factor sign-in on, create an application-specific password in Zoho.

Mail from your web host: most hosts give an SMTP server on port 465 or 587. Fakts only connects over an encrypted connection, so the unencrypted port 25 is not offered.

When sending fails

The invoice is issued and keeps its number even if your server refuses the email. The invoice shows that the email did not go out, and Email sending shows what the server answered and at which step. Fakts does not resend the same invoice through its own address in that case, so your client never gets it twice from two different senders.

If your server is down for a while, press Pause. Documents go out through Fakts until you press Resume, and the settings are kept. Remove deletes the server and its password for good.

Security

The password is stored encrypted and is never shown again after saving, not even to you. When you change other fields you can leave the password empty. Fakts connects to your server only over an encrypted connection (TLS or STARTTLS) and checks the server's certificate.