📍 Where to find this module?
Settings > Automation and communication > SMTP
Introduction #
SMTP settings allow you to configure the mail server used by Kafinea to send emails: invoices, quotes, notifications, reminders, etc. It is accessible via Settings > Outgoing Mail Server (SMTP).
Without a valid SMTP configuration, Kafinea will not be able to send emails.
1. Configure the SMTP server #
Go to Settings > Outgoing Mail Server (SMTP) and enter the following information:
| Setting | Description |
|---|---|
| Server | The SMTP server address (e.g., smtp.gmail.com, smtp.office365.com) |
| Port | The connection port (587 for TLS, 465 for SSL, 25 for unencrypted) |
| Username | The login ID for the SMTP server |
| Password | The associated password |
| Encryption | The security protocol (TLS recommended, SSL, or none) |
| Sender address | The email address that will appear as the sender |
Important: Always use an encrypted connection (TLS or SSL) to protect login credentials and email content.
2. Test and diagnose the configuration #
After saving the settings, use the Test SMTP button to verify that sending is working correctly.
Kafinea offers an advanced diagnostic tool to simulate different sending scenarios:
- Default: Sending on behalf of the current user.
- Specific user: To test if the SMTP server allows sending on behalf of another collaborator.
- Support / system email: To validate automatic system mailings (notifications, reminders).
In case of failure, the tool provides a link to the Event Log (Logbook). There you will find the detailed technical conversation with the SMTP server, which is essential for identifying the precise cause of the blockage (authentication error, sender rejection by the server, etc.).
3. Common configurations #
| Provider | Server | Port | Encryption |
|---|---|---|---|
| Gmail | smtp.gmail.com | 587 | TLS |
| Microsoft 365 | smtp.office365.com | 587 | TLS |
| OVH | ssl0.ovh.net | 587 | TLS |
Good to know: For Gmail and Microsoft 365, it may be necessary to create a specific app password or enable access for less secure apps, depending on your provider’s security policy.
4. Frequently asked questions #
Emails are not being sent, what should I check?
Check in order: 1) SMTP credentials, 2) port and encryption, 3) that your provider has not blocked SMTP access, 4) that the sender address is authorized by the server.
Can I use a different SMTP server for each company?
The SMTP configuration is global for the Kafinea instance. If you need different sender addresses, configure aliases on your mail server.
Are sent emails kept?
Yes, Kafinea keeps a history of sent emails, which can be viewed from the records of the relevant entries (customers, invoices, etc.).