📍 Where can I find this module?
Settings > Automation and Communication > SMTP
Introduction #
The SMTP settings allow you to configure the email server used by Kafinea to send emails: invoices, quotes, notifications, reminders, etc. They can be accessed 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 credentials for the SMTP server |
| Password | The associated password |
| Encryption | The security protocol (TLS recommended, SSL, or none) |
| Sender's 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 troubleshoot the configuration #
After saving the settings, use the " Test SMTP " button to verify that messages are being sent correctly.
Kafinea offers an advanced diagnostic tool that allows you to simulate various sending scenarios:
- Default: Send on behalf of the current user.
- Specific user: To test whether the SMTP server allows sending emails on behalf of another employee.
- Support/System Email: To enable automatic system emails (notifications, reminders).
If the attempt fails, the tool provides a link to the Event Log (Log). There you will find a detailed technical log of the interaction with the SMTP server, which is essential for identifying the exact cause of the blockage (authentication error, sender rejected by the server, etc.).
3. Common configurations #
| Supplier | 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, you may need 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 aren't sending—what should I check?
Check the following in this order: 1) your SMTP credentials, 2) the port and encryption settings, 3) whether your provider has blocked SMTP access, 4) whether the sender's address is authorized by the server.
Can I use a different SMTP server for each company?
The SMTP configuration applies globally to the Kafinea instance. If you need different sender addresses, set up aliases on your email server.
Are sent emails saved?
Yes, Kafinea keeps a history of sent emails, which can be viewed from the records (customers, invoices, etc.).