Email (SMTP) setup

AdoxERP sends document emails (quotations, invoices, purchase documents, and so on) through your outgoing mail server. An administrator saves that account once under Settings → Integrations → Email.

Passwords are stored encrypted. They are not shown again when you reopen the page.

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Where to open it

1. Go to Settings → Integrations
2. Open Email (SMTP)
3. Fill host, port, encryption, username, password, and From address
4. Click Test connection, then Save

Optional next steps:

• Print templates — A4 layout for Print and the PDF attached to Email / WhatsApp
• Open a quotation, sale, purchase, or similar document → Email (subject and message are edited in the send dialog)

If there is no Email button, your role may lack view permission for that document, or SMTP is not saved yet.

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Fields and example values

Field in AdoxERP	Example	Notes
Host	smtp.gmail.com	SMTP server hostname, not a website URL
Port	587	587 = STARTTLS; 465 = SSL/TLS
Encryption	STARTTLS	Match the port (see provider tables below)
Username	sales@yourcompany.com	Usually the full mailbox address
Password	App password	Not your normal login if 2FA is on
From email	sales@yourcompany.com	Must be allowed to send on this server
From name	Acme Sales	What the customer sees next to the address
Reply-to	support@yourcompany.com	Optional
Test recipient	you@yourcompany.com	Where test emails go

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Where to get the host, port, and password

Use the table that matches your mail provider. Official consoles change layout occasionally; look for SMTP, App password, or SMTP AUTH.

Gmail / Google Workspace

Value	What to enter	Where to get it
Host	smtp.gmail.com	Fixed
Port / encryption	587 / STARTTLS	Fixed
Username	Your Gmail or Workspace address	Google Account
Password	App Password (16 characters)	Google App Passwords — 2-Step Verification must be on

Google no longer allows “less secure app” passwords. Help: Send email from a printer, scanner, or app.

Microsoft 365 / Outlook

Value	What to enter	Where to get it
Host	smtp.office365.com	Fixed
Port / encryption	587 / STARTTLS	Fixed
Username	you@yourdomain.com	Microsoft 365 mailbox
Password	Account password or app password	Same mailbox
Extra	SMTP AUTH must be on for that mailbox	Microsoft 365 admin → mailboxes → Manage email apps / SMTP AUTH. Docs: Authenticated SMTP

Zoho Mail

Value	What to enter	Where to get it
Host	smtp.zoho.com (or smtp.zoho.eu / smtp.zoho.in for your region)	Zoho SMTP help
Port / encryption	587 / STARTTLS	Same page
Username	Zoho mailbox address	Zoho Mail
Password	App-specific password	Zoho Accounts → Security → App passwords

Amazon SES

Value	What to enter	Where to get it
Host	email-smtp.<region>.amazonaws.com e.g. email-smtp.us-east-1.amazonaws.com	SES console — region in the top-right
Port / encryption	587 / STARTTLS	SES SMTP settings
Username / password	SES SMTP credentials (not your IAM console password)	SES → SMTP settings → Create SMTP credentials. Docs: Obtaining SES SMTP credentials
From email	A verified identity	SES → Verified identities

cPanel / hosting mail

Value	What to enter	Where to get it
Host	mail.yourdomain.com or the hostname in cPanel	cPanel → Email Accounts → Connect Devices / Email Client Setup
Port / encryption	Often 465 / SSL, or 587 / STARTTLS	Same screen
Username	Full email address	The mailbox you created
Password	Mailbox password	Set when you created the account

If the test fails with a certificate error, the host may use a self-signed certificate — ask the host for the correct hostname.

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After SMTP works

1. Send a test to Test recipient.
2. Open a sale (or quotation / purchase document) → Email.
3. Check the customer’s inbox (and spam) for the PDF.

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What to do next

• WhatsApp setup — send the same documents on WhatsApp
• Sales invoices
• What’s in Web Admin