What this lets you do
Once email is connected you can send each technician their own job report as a clean attached file, and email a full report of every job to yourself or your bookkeeper, all from the Reports page. Messages are sent from your own address, so replies come straight back to you.
Before you start
- The email address you want to send from.
- That mailbox's password. For Gmail you need an App Password instead, we cover that in Step 4.
- You must be the account owner to open Email settings.
1 Open Email settings
Sign in to your dashboard, click your profile icon in the top right corner, then choose Email settings.
2 Choose how to send
In Send email via, pick My email (SMTP). This is the normal choice and sends through your own mailbox. (The Make.com option is for advanced users who already run a Make scenario.)
3 Enter your provider settings
Fill in the fields using the row that matches your email provider. Your Email username and From address must be the same full email address, otherwise the provider will block the message as spoofing.
| Provider | SMTP host | Port | SSL/secure | Password to use |
|---|---|---|---|---|
| Gmail | smtp.gmail.com | 465 | On | App Password (Step 4) |
| Hostinger (your domain email) | smtp.hostinger.com | 465 | On | Mailbox password |
| Outlook / Microsoft 365 | smtp.office365.com | 587 | Off | Mailbox or app password |
Tip: if the connection fails, try the other port. Port 465 goes with SSL/secure On, and port 587 goes with SSL/secure Off. Both are encrypted.
4 Gmail only: create an App Password
Google will not accept your normal password here. You need a 16 character App Password, and App Passwords only appear once 2-Step Verification is turned on.
- Go to myaccount.google.com and open Security.
- Turn on 2-Step Verification if it is not already on.
- Go to myaccount.google.com/apppasswords.
- Type a name you will recognise, such as Tech Send Dispatch, then click Create.
- Copy the 16 character code that appears and paste it into the Email password field. Spaces do not matter.
Google shows the code only once. If you lose it, delete that entry and create a new one. An App Password only allows sending mail and can be revoked at any time without changing your main password.
5 Save and send a test
Click Save. Then open Reports, choose a date range, type your own address in the box and click Email full report to this address. If it lands in your inbox, you are done.
6 Send reports to your technicians
On the Reports page, Email report to technicians sends every technician their own report as an attached file, styled like the CRM, showing each job with its status, total, parts and their share, plus the total deposit to the company. Technicians need an email address saved on their profile to receive it.
Troubleshooting
| What you see | What to do |
|---|---|
| Username and Password not accepted (error 535, BadCredentials) | Almost always Gmail. Make sure you pasted the 16 character App Password, not your normal password, and that 2-Step Verification is on. Check the username is the full address. |
| Connection timed out or refused | Switch the port. Try 465 with secure On, or 587 with secure Off. |
| Email not connected. Set up Email settings first. | The settings were not saved. Reopen Email settings and click Save. |
| App passwords option missing in Google | 2-Step Verification is not fully on, or you are on a Google Workspace account where an admin has disabled app passwords. Ask your admin or use another address. |
| Report arrives in spam | Send from an address on your own domain where possible, and mark the first message as not spam. |
Still stuck?
Call us on 866-857-6172, Sunday to Thursday, 6am to 2pm ET, or use the contact page and we will walk you through it.