Email sending

How your invoice emails are sent

When you click Send by email on an issued invoice, Invoice 14 emails the PDF to the customer for you (see Send an invoice by email). These settings decide who the email appears to come from and where your customer’s reply goes. Find them under Settings → Email sending.

There are two ways your emails can go out:

• •From the shared Invoice 14 address (the default). The email comes from an Invoice 14 address, shown with your name followed by “via Invoice 14”. A line at the bottom says it was sent on your behalf and where replies go. Nothing to set up.
• •From your own domain — for example facturas@yourbusiness.com. The email comes from you, with no “via”. You need a domain and access to its DNS settings.

Set your sender name and reply-to address

1. 1Go to Settings → Email sending.
2. 2In Sender name, enter the name your customers know you by. Leave it empty to use your trade name (or your legal name if you have no trade name).
3. 3In Reply-to address, enter the inbox where replies should land. Leave it empty to use the business email from your profile.
4. 4Click Save settings.

Below the fields, a line shows exactly how your emails are sent at the moment, for example “Estudio Martín via Invoice 14” from the shared address, or your own address once your domain is verified.

Only the workspace owner can change these settings. Other members can still send invoices by email; the emails use the owner’s settings.

Why sending from your own domain helps

Mail servers decide whether to trust an email by checking that the sending domain authorised it. Two DNS records do this: SPF lists the servers allowed to send for a domain, and DKIM adds a signature that proves the message really came from that domain and was not altered. The shared Invoice 14 address passes these checks, but it is shared by many businesses, and an invoice from an address that does not match the business name is exactly what invoice fraud looks like.

Outlook and Microsoft 365 in particular sometimes quarantine invoices sent from a shared address, so they never reach your customer’s inbox. When you send from your own verified domain, SPF and DKIM pass for your domain, the sender matches the business on the invoice, and the reputation built up by your emails is yours alone. It is the most reliable way to make sure your invoices arrive.

Send from your own domain

You need a domain you own (the part after the @ in your business email) and a login to wherever its DNS is managed — usually the company you bought the domain from, or your website or email host. Only the workspace owner sees this part of the page.

1. 1In Send from your own domain, type your domain in Domain — just the domain, like yourbusiness.com, without “www” or “https://”.
2. 2Click Set up domain. A table of DNS records appears, with the Type, Name and Value of each one.
3. 3In another tab, open your domain provider’s DNS settings and add each record exactly as shown. Typically these are a TXT record for DKIM and an MX and a TXT record for SPF on a sending subdomain, so they do not interfere with the email you already receive.
4. 4Back in Invoice 14, click Check verification. The Status column shows which records have been found.
5. 5When the domain shows as verified, set Sender address — the part before the @, for example facturas or invoices — and click Save settings.

DNS changes can take anywhere from a few minutes to a day to be visible. If the status still says it is waiting for DNS, wait a while and check again. You can check up to 20 times an hour.

From then on every invoice email comes from that address, with your sender name. If you also set a reply-to address, replies go there; otherwise they come back to the sending address, so make sure someone reads it (or ask your email host to forward it).

• •“Enter a bare domain like example.com” — remove any www., https:// or path, and any spaces.
• •“A sender domain is already configured — remove it first” — click Remove domain before setting up a different one.
• •“Only letters, digits, ".", "_" and "-"” — the sender address cannot contain spaces, accents or an @.
• •Status “verification failed” — one of the records does not match. Compare each value character by character; some DNS providers add your domain to the end of the name automatically, so a name like send.yourbusiness.com may need to be entered as just send.

To go back to the shared address, click Remove domain. Your emails switch back straight away; you can then delete the DNS records at your provider.

If emails still land in spam

• •Ask the customer to look in their spam or quarantine folder and mark the email as safe — that teaches their mail system to trust you.
• •Fill in your full business details in your business profile. The email footer repeats your legal name, tax ID and address, which makes the message look like what it is.
• •Write a short personal message rather than sending the default text unchanged.
• •If you send from the shared address, set up your own domain as above.

More tips are in Troubleshooting.