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Email by SMTP Integration

Email by SMTP Integration

Configure custom email notifications via your own SMTP server

Configure OmniOrders to send order confirmations, shipping updates, and return notifications through your own SMTP server. Use your company domain and branding so customers receive emails from your address instead of a generic sender.

Why Use Email by SMTP?

Section titled “Why Use Email by SMTP?”

Using your own SMTP server means order confirmations, shipping notifications, and return emails come from your domain—improving deliverability, building trust with customers, and keeping your brand consistent across all communications.

Your Domain

Emails send from your company address (e.g., [email protected]) instead of a generic sender.

Better Deliverability

Using your own SMTP often improves inbox placement compared to shared sending infrastructure.

Brand Consistency

Order confirmations and shipping updates match your brand and look professional.

Flexible Providers

Works with Gmail, Outlook, SendGrid, Mailgun, Amazon SES, or any SMTP-compatible provider.

Before You Start

Section titled “Before You Start”

Gather these items before configuring:

SMTP Server Details

Your SMTP host (e.g., smtp.gmail.com), port (usually 587 for TLS or 465 for SSL), and whether to use TLS/SSL.

Credentials

Username and password (or app password) for your SMTP account. Some providers require app-specific passwords instead of your regular login.

Sender Address

The “From” email address and display name you want customers to see (e.g., “Orders” [email protected]).

Connect Your SMTP Account

Section titled “Connect Your SMTP Account”

  1. Go to Services

    In OmniOrders, click Integrations or Services in the main menu, then open Email Account (or Email by SMTP)

  2. Add Email Account

    Click Add Email Account or Configure SMTP

  3. Enter SMTP Settings

    Fill in:

    • SMTP Host: Your provider’s server (e.g., smtp.gmail.com, smtp.sendgrid.net)
    • Port: 587 (TLS), 465 (SSL), or 25 (plain—less common)
    • Username: Your SMTP username or email
    • Password: Your SMTP password or app password
    • Encryption: TLS (recommended) or SSL

  4. Set Sender Info

    Enter:

    • From Name: Display name (e.g., “Your Store Orders”)
    • From Email: The address customers will see (e.g., [email protected])

  5. Test Connection

    Use the Send Test Email button to verify the configuration works before saving.

  6. Save

    Click Save to activate. OmniOrders will use this account for configured email notifications.

What Gets Sent?

Section titled “What Gets Sent?”

The Email by SMTP integration sends transactional emails triggered by OmniOrders events—order confirmations, shipping updates, return instructions, and other notifications you configure in automation rules.

Order Notifications

Section titled “Order Notifications”
  • Order confirmation emails when orders are created or paid
  • Order status updates (e.g., processing, shipped)
  • Custom notifications via automation rules

Fulfillment

Section titled “Fulfillment”
  • Shipping confirmation with tracking number and carrier
  • Delivery updates (if configured)

Returns

Section titled “Returns”
  • Return authorization emails
  • Return label or instruction emails
  • Return status updates

Custom Triggers

Section titled “Custom Triggers”
  • Emails triggered by automation rules (e.g., low stock alerts, PO reminders)
  • Custom templates and recipients based on your workflow

Managing Your Connection

Section titled “Managing Your Connection”

View Email Account Status

Section titled “View Email Account Status”

Check if your SMTP account is active:

  1. Go to Services → Email Account (or Integrations → Email by SMTP)
  2. View the configured account and last test/send status
  3. Check for any error messages or connection issues

Update Settings

Section titled “Update Settings”

Change SMTP credentials or sender info:

  1. Open your Email by SMTP integration settings
  2. Edit host, port, credentials, or sender details
  3. Send a test email to verify
  4. Click Save Changes

Add Multiple Accounts (if supported)

Section titled “Add Multiple Accounts (if supported)”

Some setups allow multiple SMTP accounts for different purposes (e.g., orders vs. returns). Check your plan and settings for this option.

Common Questions

Section titled “Common Questions”

Which providers work?

Any SMTP-compatible provider: Gmail, Outlook, SendGrid, Mailgun, Amazon SES, Postmark, and most hosting providers.

Do I need a dedicated server?

No. You can use Gmail or Outlook with an app password. For higher volume, a dedicated SMTP service (SendGrid, etc.) is recommended.

Will emails go to spam?

Using your own domain and proper SPF/DKIM records (set up with your provider) improves deliverability. Test before going live.

Can I use multiple domains?

Typically one primary sender per account. Contact support if you need multiple domains or sender addresses.

Troubleshooting

Section titled “Troubleshooting”

Emails Not Sending

Section titled “Emails Not Sending”

Problem: Test email fails or notifications don’t arrive

Solutions:

  • Verify SMTP host and port are correct for your provider
  • Check username and password (use app password for Gmail/Outlook)
  • Confirm TLS/SSL setting matches your provider (587 = TLS, 465 = SSL)
  • Check firewall or network restrictions blocking outbound SMTP
  • Look for error messages in the integration or sync log

Authentication Failed

Section titled “Authentication Failed”

Problem: “Authentication failed” or “Invalid credentials” error

Solutions:

  • Use an app-specific password if your provider requires it (Gmail, Outlook)
  • Ensure 2FA is configured and you’re using the app password, not your regular password
  • Verify the username is the full email address if your provider requires it
  • Try re-entering credentials—avoid extra spaces or typos

Emails Going to Spam

Section titled “Emails Going to Spam”

Problem: Emails land in spam folders

Solutions:

  • Configure SPF and DKIM records for your domain (via your DNS or email provider)
  • Use a professional “From” address (e.g., [email protected])
  • Avoid spam trigger words in subject lines and content
  • Warm up new domains by sending gradually increasing volume

Best Practices

Section titled “Best Practices”

For New Users

Section titled “For New Users”
  1. Start with a Test: Send test emails to yourself and check inbox/spam before enabling for customers
  2. Use App Passwords: For Gmail/Outlook, always use app-specific passwords—they’re more secure and required by many providers
  3. Match Your Domain: Use a sender address that matches your store domain for better trust

For High-Volume Senders

Section titled “For High-Volume Senders”
  1. Use a Dedicated SMTP Service: SendGrid, Mailgun, or Amazon SES handle high volume and provide better deliverability
  2. Set Up SPF/DKIM: Configure these DNS records with your provider to reduce spam placement
  3. Monitor Bounce Rates: Check your SMTP provider’s dashboard for bounces and fix invalid addresses

For Brand Consistency

Section titled “For Brand Consistency”
  1. Customize Templates: Use OmniOrders notification settings to match your brand (if available)
  2. Consistent Sender Name: Use a recognizable name like “Your Store” or “Orders Team”
  3. Professional Address: Avoid no-reply@ if possible—some customers reply to order emails

Need More Help?

Section titled “Need More Help?”

Contact Support

Our team is here to help with setup, troubleshooting, or any questions. Get Support →

Provider Documentation

Check your SMTP provider’s docs for host, port, and authentication requirements (Gmail, SendGrid, etc.).

More Integrations

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