Within Clear Books, you can arrange for emails to be sent to your customers and suppliers with information about new invoices, quotes, purchase orders and statement balances.


By default emails are sent from a generic Clear Books email address with the Reply-To address set as your Organisation address, Click here to find out more.


If you choose to send via your Organisation email address, Clear Books emails are sent from our servers. This can lead to some mail systems rejecting delivery of these emails as they consider them to be spam. If you own your own domain you can adjust the SPF records, or if you use an email client, such as the ones listed below, you will need to configure the SMTP server.


hotmail.com

outlook.com

hotmail.co.uk

outlook.co.uk

live.com

live.co.uk

aol.com

aol.co.uk

yahoo.com

yahoo.co.uk

btinternet.com

gmail.com

googlemail.com

ymail.com


Configuring SPF Records


To ensure your emails are delivered you need to amend the records associated with your email address and mark Clear Books' servers as a legitimate source of emails marked as coming from your account. If you are an expert user, you can do this by including the following lines in your DNS record.


v=spf1 include:_spf.clearbooks.co.uk ~all


Important Warning: consult your IT account administrator as to how to integrate this into your existing record - don't overwrite your existing record entirely. Getting your record wrong can block all your emails.


We cannot give you a detailed guide to how to amend this record as the process depends on your domain name registrar. Some popular UK registrars have issued help guides for this process here: -


123 Reg.co.uk

GoDaddy.com


Changes made to your records may take up to 48 hours to propagate to all your contacts.


Configuring SMTP Server


If you would like to send emails directly via your own email address but don't own your own domain you can use the SMTP settings on the Home > Accounts menu. A quick internet search should be able to provide the specific SMTP settings of your email client (the screenshot below shows the SMTP details for Gmail). Some email clients, for example Yahoo, require you to allow third party apps to send emails via their server. 



For additional help, click here to view all our training options.


Technical support is available on Monday to Friday from 9 - 5. You can call us on 0203 475 4744 or email us at support@clearbooks.co.uk.


Alternatively, visit our Community to view our latest news & updates, raise new ideas, find answers to common problems, ask new queries and speak to other Clear Books users and employees.