Email Settings

Out of the box, every email Paperwork sends for you — quotes, invoices, purchase orders and the rest — comes from Dsposal's email address. The Email tab in Settings lets you send from your own domain instead, so customers see your business as the sender.

Only organisation Owners can open Settings. Unlike the first four tabs, Email has no Save changes button — each part saves as you use it.

See where your emails come from today

Open Settings under Admin in the sidebar and click Email. A banner at the top tells you the current state:

• Before you add a domain: "Right now, every email — quotes, invoices and the rest — is sent from Dsposal's email address. Add and verify your own domain below to send from your business instead."
• After a domain is verified: "Emails now send from your own domain. Set who each one comes from below."

Add and verify a sending domain

You need to be able to change DNS records for a domain you own, such as your company website's domain. If someone else looks after that, send them these steps.

Add the domain

Click Add domain, enter the domain in Domain (for example example.com) and click Add. Paperwork sets it up with Azure, which can take up to a minute. Keep the window open.

Add the DNS records

When it finishes, a DNS records window lists each record by Type, Name, Value and TTL, with a copy button beside each. Add every record at your domain registrar or DNS host. You can reopen the list at any time with View DNS.

Wait, then check the status

DNS changes take 15–30 minutes. Click Check status. When it succeeds you will see Domain verified and the badge next to the domain changes to Verified. Other badges are Pending, Verifying and Failed.

To stop using a domain, click Remove and confirm Remove domain. You can add it again later but will need to verify it again.

If the domain is already registered you will see "This domain is already registered", and "Enter a valid domain name" if it is not a proper domain.

Add From addresses

Once a domain is verified, From addresses appears. These are the addresses your emails can be sent from.

Paperwork creates one for you with a Default badge — donotreply on your domain, displayed as "Do not reply". It cannot be removed.

Click Add address

If you have more than one verified domain, choose the Domain first.

Enter the mailbox and display name

Mailbox is the part before the @, for example accounts. Display name is what the recipient sees, for example Acme Accounts. Use letters, numbers, dots, hyphens and underscores in the mailbox. Click Add.

To remove an address, click the cross on it and confirm Remove address. You cannot remove an address while it is the default for a type of email — Paperwork tells you which ones to change first.

Choose who each type of email comes from

Default sender per document has a row for each type of email: Sales (quotes), Job, Invoice, Credit note, Purchase order and Portal invitation. Pick an address from the list in each row. It saves immediately and shows Saved.

Rows left on Sends from Dsposal's email address show a Default tag, and a note counts how many types are still using Dsposal's address. Nothing is assigned automatically — adding a verified domain does not change any row until you pick an address for it.

This sets the From address only. The reply-to address can be different. Where it is supported, you choose it on the page where you send the document, such as when emailing a quote or an invoice.

Write the default quote email

At the bottom of the tab, Quote email templates sets the default Subject and Message used when someone emails a quote. Leave a field blank to use Dsposal's built-in default, whose subject is Quote {{QuoteNumber}} from {{OrgName}}.

You can use these placeholders, exactly as written:

• {{CustomerName}}
• {{QuoteNumber}}
• {{QuoteExpiryDate}}
• {{Total}}
• {{SenderName}}
• {{OrgName}}

Click Save templates. You will see Quote email templates saved.

Invoice and credit note emails have their own template on the Invoicing & Finance tab — see finance settings.

What to do next

• Set up the invoice email template
• Learn how to send a quote
• Invite customers to the portal — portal invitations are one of the email types above
• Setup guide, step 10: Set up email if you are setting Paperwork up for the first time